REQUEST FOR PROPOSAL DISTRICT WIDE-COPIER AND PRINT SERVICES POTEET INDEPENDENT SCHOOL DISTRICT

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1 January 14, 2019 Interested Proposers: The Poteet Independent School District (PISD) is issuing the attached Request for Proposal (RFP) for District-Wide Copier and Print Services. Proposals must be submitted no later than 10:00 A.M., February 15, 2019, to Poteet ISD, 1100 School Drive, Poteet, Texas The envelope containing your Proposal (1 original and 2 copies) should be plainly marked: REQUEST FOR PROPOSAL DISTRICT WIDE-COPIER AND PRINT SERVICES POTEET INDEPENDENT SCHOOL DISTRICT PISD reserves the right to discuss contents of such initial proposals received in order to obtain offers which best meet the District s needs. The District reserves the right to reject any and /or all Proposals, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of the District. No Proposals may be withdrawn for a period of ninety (90) days subsequent to the deadline for receipt of Proposals without the prior written consent of the District, Poteet Independent School District. Sincerely, Amanda C. Gonzales Executive Director of Business & Operations

2 REQUEST FOR PROPOSAL DISTRICT-WIDE COPIER AND PRINT SERVICES POTEET INDEPENDENT SCHOOL DISTRICT The Poteet Independent School District is requesting proposals for district-wide copier and print services. The following sections are included with the Request for Proposal: Section I General Information Section II Scope of Work Section III Proposal Content Section VI Procedures for Submitting Proposals Section V Assistance to Proposers Attachment A Evaluation Criteria Attachment B Felony Conviction Notice Attachment C Conflict of Interest Disclosure Attachment C Non-Collusion Form I. GENERAL INFORMATION Poteet Independent School District ( the District ) is located in Poteet, Texas, and employs approximately 300 teachers and staff and educates approximately 1,700 students annually. The district currently utilizes twenty multi-function copiers throughout the district to service staff and student needs. The district is seeking district-wide copier and print services that will best fit the needs of the district. A. Purpose The purpose of the Request for Proposal is to obtain services for district-wide copier and print services effective July 1, B. Term of the Engagement A one-year interlocal agreement is contemplated with an option to renew each year, subject to the annual review and recommendation of the Board of Trustees, the satisfactory negotiating of terms, including a price acceptable to both the District and the selected firm and the concurrence of the Board of Trustees. C. Dispute Resolution Disputes concerning the terms of contracted services that cannot be resolved will be brought before an independent mediation center, whose decision will be binding upon both parties. II. SCOPE OF WORK The District-Wide Copier and Print Services proposal should include, but not be limited to: 1. Device Functions 2. Support Services 3. Lease Agreement 4. Payment Terms

3 III. PROPOSAL CONTENT A. Section 1: Qualifications Provide a brief statement of qualifications including the following: 1. General Information a. Name of firm, contact person, mailing and physical address, address and telephone number of the firm. b. Type of organization structure (individual, partnership, corporation, other) and year established. c. A brief history of the firm. d. Additional services available to clients. e. A general work plan that your organization would follow with this program based on the needs of the district. 2. Project Team a. Names, titles, qualifications and project role of the proposed team members. b. The organizational structure of the team, including reporting procedure and line of communication. 3. Project Experience a. Provide the following information on clients for whom services have been provided within the last five years: 1. Name and location of the organization 2. Description of the service provided 3. Number of facilities and buildings insured 4. Client contact name, position, and telephone number B. Section 2: Device Features Provide a written summary of minimum features to be provided to the district to include, but not be limited to: 1. Multifunction Device (Copy, Print, Scan, and Fax) 2. Ethernet Connection (Wired RJ45 Connector) 3. Automatic Document Feeder 4. Two to three paper drawer unit 5. Stapling 6. Duplexing 7. Fax Enabled 8. Reducing 9. Enlarging 10. Manual Paper Feed 11. Sorting/Collating 12. Stacking hole punch 14. Multi-size paper trays (letter and legal) 15. Interrupt Mode 16. Scan to in black-and-white or color

4 17. Scan to network shared folder in black-and-white or color 18. Pre-configured scanning templates 19. Scanning options should include single and multi-page: PDF & TIFF file formats 20. Secure Print (When print jobs are sent to a copier in a secure mode, the job is not output on the copier right away; the user must go to the copier and enter a pin to print the job.) 21. Code access option 22. Reporting including counts by user / user code 23. Google Cloud Printing 24. Web interface for administration / configuration 25. Stand with casters for mobility C. Section 3: Additional Services Provide a written statement of additional services to be provided to the district to include, but not limited to: 1. Technology Support Services: maintenance and repairs to devices, inventory and supplies, customer service, etc. 2. Account Support Services: billing inquiries, invoice discrepancies, etc. IV. PROCEDURES FOR SUBMITTING PROPOSALS Delivery Responses to the Request for Proposals should be addressed to: Amanda Gonzales, Executive Director of Business and Operations Poteet Independent School District 1100 School Drive Poteet, Texas Proposals must be received no later than 10:00 A.M., February 15, Proposals received at the Poteet ISD Administration Office after the time and date specified above will not be considered and will be filed unopened. Oral or telegraphic proposals transmitted via the District s facsimile machine are not acceptable. Proposals must be submitted to the District in a sealed envelope labeled: V. ASSISTANCE TO PROPOSERS REQUEST FOR PROPOSAL DISTRICT-WIDE COPIER AND PRINT SERVICES POTEET INDEPENDENT SCHOOL DISTRICT Any person wishing to obtain additional information about the Request for Proposal or about the operations of the District may contact: Amanda Gonzales Executive Director of Business and Operations

5 The District will only respond to questions submitted via . Questions and firm contact name and address should be submitted no later than 5:00 P.M., February 1, Responses to all submitted questions will be sent to all potential firms that have provided the firm contact name and address via an to no later than 5:00 p.m., February 8, 2019.

6 ATTACHMENT A EVALUATION CRITERIA The District will appoint a Selection Committee whose responsibility will be to review all responses to this RFP. The following criteria will be used in the evaluation of all proposals. Evaluation Criteria Percent of Weighting Cost Proposal 30% Experience 20% Device Functions 50% After the initial evaluation, the top finalists may be requested to make a phone, webinar or in-person presentation, or to further negotiate the terms and conditions of the contract. If notified, the firm must be prepared to present within three (3) business days from the date of the notification. Specific instructions regarding the presentation will be included in the notification.

7 ATTACHMENT B Felony Conviction Notice State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. VENDOR S NAME: AUTHORIZED COMPANY OFFICIAL S NAME: A. My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable. Signature of Company Official: B. My firm is not owned nor operated by anyone who has been convicted of a felony. Signature of Company Official: C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. Name of Felon(s): (Attach additional sheet if necessary.) Details of Conviction(s): (Attach additional sheet if necessary.) Signature of Company Official:

8 ATTACHMENT C Conflict of Interest Disclosure IMPORTANT: All Respondents are required to complete and sign this form. Completed form must be returned with proposal by the RFP deadline. Failure to return this completed form may result in disqualification of proposal. RFP #: DATE: CONFLICT OF INTEREST DISCLOSURE Poteet Independent School District ( the District ) reserves the right, at its sole discretion, to reject any and all responses, revise the submission timeline as described in the solicitation, and to discontinue at any time the submission process as described in the solicitation. The District is requiring that any and all relationships with the District, its Administrators, Trustees, Committee members, or any other Employee of the District be disclosed in writing as a part of any response submitted. Contact with any employee of the District during the pre-award period, except as noted in the RFP documents, is strictly forbidden and is considered sufficient grounds for dismissal from the RFP process. VENDOR CONFLICT OF INTEREST DISCLOSURE Define the relationship with any Poteet Independent School District Administrator, Trustee, Employee, Committee member, or their immediate family member, with which your company or any of its owners, officers, Trustees, employees, or their immediate family, does business or is likely to do business with, or for which there is an opportunity to influence a related District decision; include the name and relationship to any immediate family member. Vendor certifies that there is no known conflict of interest with any District Administrator, Employee, Trustee, Committee member, or their immediate family. Vendor Printed Name: Signature:_ Title: Date:

9 POTEET INDEPENDENT SCHOOL DISTRICT Amanda C. Garcia Executive Director of Business and Operations 1100 School Drive Phone: (830) P. O. Box 138 Fax: (830) Poteet, Texas ATTACHMENT D Non-Collusion Form NON-COLLUSION STATEMENT The undersigned affirms that he/she is duly authorized to execute a contract and that this company, corporation, firm, partnership or individual has not prepared this response in collusion with any other Respondent, and that the contents of said response have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this response. Vendor Printed Name: Signature: Title: Date:

Executive Director of Business and Operations 1100 School Drive Phone: (830) P. O. Box 138 Fax: (830) Poteet, Texas 78065

Executive Director of Business and Operations 1100 School Drive Phone: (830) P. O. Box 138 Fax: (830) Poteet, Texas 78065 POTEET INDEPENDENT SCHOOL DISTRICT Amanda C. Garcia Executive Director of Business and Operations 1100 School Drive Phone: (830) 742-3567 P. O. Box 138 Fax: (830) 742-3332 Poteet, Texas 78065 Email: acgarcia@poteetisd.org

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