Woonsocket Education Department REQUEST FOR PROPOSAL For Copiers Multi Function Device Lease Proposals must be received no later than 10:00 A.M. Friday, March 17, 2017 Woonsocket Education Department 108 High Street Woonsocket, RI, 02895 (401) 767-4617
Woonsocket Education Department Copiers Multi Function Device Leasing Request for Proposals 1.0 INTRODUCTION Through this Request for Proposals (RFP), Woonsocket Education Department is soliciting proposals from vendors who are interested in providing cost-effective and quality copier and printer leasing for the school district. The successful vendor shall be relied upon to supply, maintain and repair copier and printer equipment for the school district located in Woonsocket, RI. Proposals in response to this RFP must be received by Woonsocket Education Department no later than 10:00 A.M. on Friday, March 17, 2017. Proposals received after this time will not be considered. 2.0 GENERAL REQUIREMENTS The following is an outline of the requirements for the copier and printer leasing vendor to meet the needs of the Woonsocket Education Department. 2.1 Equipment All equipment must meet the minimum requirements outlined in the attached as follows: All equipment must be new and in unused condition with a full warranty Web based user interface for device configuration Pin number based printing and copying Options for Scanning: o o o o o Scan via email, FTP and SMB Multiple file formats including JPEG, multi-page TIF and PDF Scan in color Scan feeder auto-senses that include: letter, legal and tabloid for mixed scanning batch Scanner auto-sizes trimming scanned area to actual page size
2.2 Service Timely service response and fast turnaround for necessary maintenance and repair is expected. The selected vendor is expected to have dedicated customer service representatives available to handle service requests by phone and email. Time out of service must be kept at a minimum. All maintenance, with associated supplies and service, is inclusive in the lease agreement. Additionally, all parts and consumables are inclusive in the lease agreement. Availability of parts is expected with commonly required parts maintained in stock, such as drums and toner. 2.3 Reporting The selected vendor shall be responsible for providing the Woonsocket Education Department with a monthly and annual report that includes the following details for each machine in service: Make and Model Date machine put in service Location of machine Number of copies by month (B & W and Color) Number of scanned pages by month Percentage of time in operation Number and dates of service calls Response time and duration for each service call Date and time duration of any incidents of time out of service Any machine replacements Itemization of any charges in excess of the agreed upon lease agreement These monthly reports shall be received on or before the 15 th day of the following month of reporting. The annual report shall be received on or before July 15.
2.4 Lease Agreement All lease agreements are to be held in-house with a guarantee not to be sold to a third party. Lease agreements will not include charges for underuse of machines. Lease agreements will not include the following fees: removal fees, insurance coverage fees, property tax fees, toner shipping fees or lease administration fees. 2.5 Installation All equipment is to be installed and configured by the awarded vendor. All equipment must be installed and configured by start of business on March 31, 2017. The Technology Department will provide the awarded vendor with a listing of locations and IP address information for the purposes of configuration. 2.6 Monthly Print Quantities The District wishes to receive proposals for 400,000 black and white copies/prints per month, and 4,000 color prints per month. These monthly print quantities shall be shared by all copiers operating under this lease. Overages will be paid on a quarterly basis. Monthly quantities shall be reconciled quarterly. Woonsocket Education Department reserves the right to make adjustments to the monthly print quantities at any time during the course of the contract.
3.0 RFP SCHEDULE AND PROPOSAL SUBMITTAL 3.1 Timeline The following chart shows the schedule of key events in this RFP process. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the sections that follow: March 1, 2017 March 8, 2017 March 10, 2017 March 17, 2017 March 22, 2017 March 31, 2017 Issuance of RFP Submission of Written Questions Responses to Written Questions Proposal Submittal / Bid Opening Projected Vendor Selection Contract Start Date 3.2 Written Questions Bidders may submit questions in writing to bperyea@woonsocketschools.com by Wednesday, March 8, 2017 at 5pm. Answers to questions will be provided by 5pm on Friday, March 10, 2017 via posting to the Woonsocket Education Department finance website. Vendors are warned that no other individuals are to be contacted in this regard. No other source of responses will be considered valid. 3.3 Proposal Submittal For consideration, vendors must submit a comprehensive response to the RFP that meets the minimum requirements included in this RFP and the corresponding attachments. All vendors are required to respond to this RFP as outlined, in order to evaluate all proposals on an equal and timely basis. Any supporting information shall be clearly identified and included in a section titled, Documentation. Two signed originals shall be mailed or hand delivered to Brad Peryea, Woonsocket Education Department, 108 High Street, Woonsocket, RI, 02895. No proposals received after 10:00 A.M. on Friday, March 17 will be accepted. All responses received after the deadline will be returned unopened.
3.4 Right to Modify or Cancel Woonsocket Education Department reserves the right to cancel this procurement or reject any and all proposals. Woonsocket Education Department also reserves the right to modify the proposal process and timelines as it deems necessary. 3.5 Vendor Responsibility for Proposal Costs The vendor shall be fully responsible for all proposal development and submission costs. Woonsocket Education Department assumes no contractual or financial obligation as a result of the issuance of this RFP, the preparation and submission of a proposal by a vendor, and the evaluation of any accepted proposal or the selection of finalists. 3.6 Proposal Acceptance and Rejection Woonsocket Education Department reserves the right to reject any or all proposals, to reject or accept any or all the items in a proposal, and to award the contract in whole or in part as deemed to be in the best interest of the school district. Woonsocket Education Department reserves the right to negotiate with any vendor if such action is deemed to be in the best interest of the school district. 3.7 Contract Award Final selection of the successful vendor is targeted for March 22, 2017 with negotiation to commence immediately thereafter for the development of a contract. This target date is subject to revision. 3.8 Period of Performance The period of performance shall be March 31, 2017 to March 31, 2022.
4.0 PROPOSAL FORMAT 4.1 Vendor Required Information Bid Form The attached bid form (Attachment B) must be completely filled out, and placed on the top of your proposal. Cover Letter The proposal must include an introductory letter attesting to the accuracy of the proposal, signed by an individual authorized to execute binding legal documents on behalf of the vendor. The letter should present the vendor s understanding of the equipment and services requested in the RFP, a summary of the approach to be taken in performing the services, highlights of the vendor s expertise and history. Contact Person Provide a contact person for the RFP process, including name, title, mailing address, telephone number, fax number and e-mail address. Company Description, including the following: o o Brief Company History List the address and telephone number of every office that will be serving this account. Subcontractors If subcontractors will be used to administer the lease, installation of copiers, ongoing supply or maintenance, identify the name and address of the subcontractor, as well as the services they will provide. 4.2 Equipment Each proposal must include complete description, specifications and pricing for each multi-function copier available for leasing. The Woonsocket Education Department is soliciting 60 month leases at FMV for six (6) Class 1 machines and two (2) Class 2 machines. The Woonsocket Education Department is soliciting 60 month FMV leases for 6 (six) class 1 machines and 2 (two) class 2 machines.
4.3 Service Maintenance All maintenance, with associated products and services, is considered inclusive in the lease agreement. Identify any supplies or services not included as part of the lease agreement and the associated pricing. Availability Provide the days and hours of availability for service calls. Parts and Consumables - All parts and consumables are considered inclusive in the lease agreement. Identify any parts or consumables not included as part of the lease agreement and the associated pricing. Parts in Stock Identify which common parts are maintained in stock, including drums, toner and other consumables. Turnaround Time Provide maximum response time on service calls and supply deliveries. Identify any associated discount for exceeding this response time. Also, provide additional costs associated with an expedited service call and/or supply delivery. Time in Operation Provide the minimum guaranteed percentage of time per month a machine will be operational and any associated discounts for failing to meet this minimum percentage.
5.0 PROPOSAL QUALIFICATIONS AND EVALUATION CRITERIA 5.1 Qualification Requirements Any qualified company, firm or corporation that can provide services in accordance with the specifications of the RFP is qualified to submit a proposal. Competitive Pricing and Product Quality 60% Vendor Qualifications 20% Customer Service and Availability 20% 5.2 Proposal Evaluation Criteria Woonsocket Education Department will initially review all proposals for completeness and compliance with the terms and conditions of the RFP. Proposals inconsistent with the RFP requirements will be eliminated from further consideration. Proposals that are complete and compliant will be evaluated on the prior listed qualifications. 5.3 Selection A successful vendor will be the one best able to meet the needs of Woonsocket Education Department, based on the evaluation criteria. The determination of the successful vendor will be based on the information supplied by the vendor in response to the RFP.
ATTACHMENT A: Additional Provisions ASSIGNMENT Neither the resultant contract nor any of the requirements, rights, or privileges demanded by it may be sold, assigned, sublet, contracted, or transferred by the Contractor without the express written consent of Woonsocket Education Department. The granting or withholding of such consent shall be at the District s sole discretion. CANCELLATION Woonsocket Education Department reserves the right to cancel award of the contract any time before execution of the contract by both parties if cancellation is deemed to be in Woonsocket Education Department s best interest. In no event shall Woonsocket Education Department have any liability for the cancellation of award. The respondent assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal. CLARIFICATION OF RESPONSES Woonsocket Education Department reserves the right to obtain clarification of any point in a firm's proposal or to obtain additional information necessary for properly evaluating a particular proposal. Failure of a respondent to respond to such a request for additional information or clarification could result in rejection of that firm's response or responses. COLLUSION A respondent submitting a Proposal hereby certifies that no officer, agent, or employee of Woonsocket Education Department has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other Respondent; the Respondent is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm. COST OF PREPARATION OF RESPONSE Costs incurred by any respondent in the preparation of their response to this Request for Proposal is the responsibility of the respondent and will not be reimbursed by the District. DISPUTES In case of any doubt or differences of opinions as to the items or service to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of Woonsocket Education Department shall be final and binding upon all parties.
LOBBYING Commencing with the issuance of this RFP, Contractors or others acting on their behalf are cautioned not to undertake any activities or actions to promote their proposals. Respondent or others acting on their behalf shall not make direct or indirect (through others) contact with members of the Woonsocket Education Department School Committee, district staff, or others to promote their proposals. Violation of this requirement may, in the District's discretion, be grounds for disqualifying the respondent from further consideration. NON-APPROPRIATION Notwithstanding any provision of this Request for Proposals or resultant contract to the District: In the event insufficient funds are appropriated for the project or the District has no other lawfully available funds, then the District may terminate any resultant agreements and contracts at the end of its thencurrent fiscal year, with no further liability or penalty. The District shall deliver written notice to the contractor of such termination no later than thirty (30) days from the determination by the District of the event of non-appropriation. PROPOSAL NOT A CONTRACT Neither this request for proposals nor responses to it constitute a contract between the District and the respondent. Woonsocket Education Department reserves the right to negotiate specific contract terms with the selected contractor, however should such negotiation fail to arrive at a mutually agreeable contract, the selected contractor shall abide by the terms and conditions generally specified in this request for proposals. REJECTION OF PROPOSALS Woonsocket Education Department reserves the right to reject any or all responses to this Request for Proposal. No proposals will be considered that fail to contain the required information. There will be no changes to the content of this request for proposals except by written notification to the bidders who respond in accordance with the criteria herein.
ATTACHMENT B: Bid Form BIDDER Bidder s Firm Name: Address: City, State, Zip: Telephone: Fax: Contact Name: Email: BID DETAIL (per Attachment E) Total Monthly Price:
ATTACHMENT C: Old Equipment Model Quantity Konica Minolta BizHub 601 6 Konica Minolta BizHub 951 2
ATTACHMENT D: Equipment Worksheet Minimum Requirements The minimum equipment requirement specifications are broken up into classes below. The classes are then assigned with quantities to each of the district s buildings in the Equipment Locations and Quantities section. All equipment proposed must meet or exceed these guidelines. Class 1 Black and White Laser Printer o 60 - pages per minute minimum o Network (TCP/IP) capabilities o 3,000 sheet large cassette drawer minimum capacity o Manual feed tray included o Must be a laser printer with toner style ink No solid ink alternatives are acceptable o Equipment must be able to print on the following paper sizes: Letter (8.5 x 11) Legal (8.5 x 14) Class 2 Black and White Laser Printer o 90 - pages per minute minimum o Network (TCP/IP) capabilities o 7,500 sheet large cassette drawer minimum capacity o Manual feed tray included o Must be a laser printer with toner style ink No solid ink alternatives are acceptable o Equipment must be able to print on the following paper sizes: Letter (8.5 x 11) Legal (8.5 x 14)
ATTACHMENT E: Pricing Proposal Class 1-60 PPM Class 1-60 PPM Class 1-60 PPM Class 1-60 PPM Class 1-60 PPM Class 1-60 PPM Manufacturer / Model Lease cost per month / FMV Cost per page, B & W Cost per page, Color Class 2-90 PPM Class 2-90 PPM Total Monthly Lease (All eight copiers, all fees): Note 1 Bidder should submit a 60 Month FMV lease. The successful bidder will remain responsible for the removal of the equipment if the district opts to return it. Note 2 Bidders must submit sample contracts from leasing companies proposed. Proposed contracts will be subject to approval by the district and will incorporate the terms and conditions of this bid document. Successful vendor must be willing to work with the district to arrive at an acceptable contract.