Middletown Area School District Middletown, Pennsylvania

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1 Middletown, Pennsylvania Request for Proposal Postage Machine Lease and Service Due: March 14, 2019, 2:00 p.m. Purpose (hereafter MASD ) has issued this Request for Proposal (hereafter RFP ) seeking a vendor to provide a leased postage machine, maintenance services for the life of the lease, and training for leased machine. Scope MASD is requesting proposals from qualified vendors to provide a postage meter through a lease arrangement, maintenance service for the leased equipment, and staff training after initial installation. The successful vendor shall be a qualified business that possesses experience in leasing and servicing postage machine equipment that is similar in function to the Pitney Bowes DM475C system currently in place. MASD meters approximately $27,000 in postage per year. General Information MASD will receive proposal responses by 2:00 pm on March 14, Mail or hand-deliver proposal packets marked POSTAGE MACHINE LEASE AND SERVICE RFP to: 55 West Water Street Middletown, PA Attn: David A. Franklin, CFO In the event that the Administration Building is closed at the time of proposal opening, due to weather or other cause, the opening will be moved to the next available business day at 9:00 am. Proposals shall be made on the forms provided in this packet, properly executed, and enclosed in a sealed envelope bearing the name of the vendor and title POSTAGE MACHINE LEASE AND SERVICE RFP. If the proposal form is deemed inadequate, additional information may be submitted with the proposal. This RFP will also be available from the website at Proposals shall be written in ink, computer generated, or by typewriter. Proposals are to be verified before submission as they cannot be corrected, altered, or signed after proposals are opened. It is your responsibility to check the website for any addenda that may be issued prior to the proposal due date. A vendor may withdraw their proposal, either personally or by written request, at any time prior to the scheduled time for opening of the proposal. Any proposals received after the scheduled time of opening will be clocked in, but they will not be considered. Page 1

2 Vendor Questions Any questions that the vendor has will be due 9:00 am March 8, The primary purpose of this is to allow participating vendors with the opportunity to ask questions, in writing, related to this RFP. MASD may respond via or with the issuance of an addendum. Submit questions by to Evaluation of Proposals MASD reserves the right to determine the suitability of proposals on the basis of a proposal meeting the administrative requirement, technical requirements, the review team s assessment of quality, performance of the services proposed, and cost. The Evaluation Committee will make the selection based upon criteria listed below (no particular order, and other relevant RFP information. Evaluation factors will include, but are not limited to the following: Price/Cost Vendor responses to RFP questions Demonstrated ability to provide services Compliance with information requested in this packet References Rejection of Proposals MASD reserves the right to reject any and all proposals received as a result of this request, or to negotiate separately with competing vendors. MASD reserves the right to not award a purchase order as a result of this announcement if it does not receive proposals which it judges as adequately and reasonably addressing requirements. Incurring Costs MASD is not liable for any costs incurred by any vendor prior to the issuance of a fully executed purchase order. Proposals To be considered, each vendor must submit an original and one (1) copy of each proposal to the district. No other distribution of the proposal is to be made by the vendor. An official who is authorized to bind the vendor to its proposal must sign the proposal. For this Request for Proposal, the proposal must remain valid for at least sixty (60) days from the submission date. Moreover, the contents of the proposal submitted by the successful bidder, if entered into, will become a contractual obligation and be included as a supplement to the purchase order. Proposals should be prepared providing a straightforward description of the vendor s ability to meet the requirements. Responses must contain the following: Legal name and mailing address of the vendor. Name, title, mailing address and telephone number of the person responsible for approving and submitting the information provided. Complete and concise responses to all items. Page 2

3 Oral Presentation/Interview Companies may be required to make an oral presentation or be interviewed by Evaluation Committee. Such presentations or interviews provide an opportunity for the vendor to clarify the proposal and to ensure mutual understanding, if deemed necessary by MASD. Vendor Responsibilities The selected vendor will be required to assume responsibility for all services offered in the proposal. MASD will consider the selected vendor to be the sole point of contact with regard to contractual matters. If any part of the required services is subcontracted, prior permission must be obtained from MASD. Any such subcontracting must be detailed and explained. The company shall indicate in the proposal whether this will occur. Disclosure of Proposal Contents All information provided in proposals will be the property of the MASD. All other material submitted becomes the property of the MASD. Term of Agreement It is anticipated the period of commitment will begin on or about April 1, 2019 and extend through March 31, Termination of Agreement Termination of this agreement may occur if, through any cause, the vendor fails to fulfill in a timely or proper manner any obligation under this agreement. If the vendor violates any of the covenants or stipulations of this agreement, the MASD shall notify the other party in writing of the intention to terminate. The intention to terminate this agreement must occur at least sixty (60) days before the effective date of such termination. In addition, this agreement may be canceled if the termination is mutually acceptable to both parties. Page 3

4 RFP Requirements MASD is looking for a postage metering system that will run regular, flat, certified, and bulk mailings. The new system should offer the following features: Touch Screen Display (preferred but not required) User-Friendly Capable of running reports Minimum of 40 departmental tracking accounts Able to set up machine for reduced postage for the utilization of Higher Information Group (formerly York Mail Service) pickup. Able to download postage to meter Able to download USPS rate updates and machine software updates Able to process batched mail containing mixed weights and sizes Automatic weight and rate calculations Automatic sealing with ability to turn sealing option on/off Digital scale linked to system The awarded vendor shall provide initial training upon installation of equipment. The awarded vendor shall be responsible for full maintenance for the life of the lease contract. The awarded vendor shall be responsible for the removal and/or disposal of machine at the end of the lease. The vendor should have printable postage labels, postage ink, sealing fluid, and other supplies available for purchase by MASD on an as-needed basis. Vendor s Response to RFP The following pages must be returned as part of the vendor s response to the RFP: Response to Request for Proposal form Non-Collusion Affidavit (2 pages) Pricing Response to Request for Proposal form Vendor Response to RFP Questions form (2 pages) References form Page 4

5 Middletown, Pennsylvania Response to Request for Proposal Postage Machine Lease and Service March 14, 2019, 2:00 p.m. Vendor Proposals: Vendor proposals must be accompanied by this sheet. The district reserves the right to accept or reject any and all proposals submitted, to waive any irregularities of technicalities in any proposal, and to make the award in the best interest of the school district. Items to be considered when making the award will be price, quality, service potential, and proximity to school district and service personnel. The vendor must clearly respond to each item in the specifications with a statement of compliance or alternative in the event compliance cannot be made. The following must be provided please type or print legibly: Vendor Name: Address: City, State, Zip: Phone: Fax: Web Site (if available): Signature of authorized individual: Name (printed): Page 5

6 INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this RFP. According to the Pennsylvania Anti Bid-Rigging Act, 73 P.S. SS 1161 et. seq., governmental agencies may require Non- Collusion Affidavits to be submitted together with bids. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the RFP. 3. RPF Price and/or Bid rigging and other efforts to restrain competition, and the making of false sworn statements in connections with the prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submission of the bid. 4. In the case of a proposal submitted by a joint venture, each party to the venture must be identified in the proposal documents, and an Affidavit must be submitted separately on behalf of each party. 5. The term complementary proposal as used in the Affidavit has the meaning commonly associated with that term in the RFP process, and includes the knowing submission of proposals higher than the proposal of another firm, any intentionally high or noncompetitive proposal, and any other form of proposal submitted for the purpose of giving a false appearance of completion. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the proposal. Page 6

7 NON-COLLUSION AFFIDAVIT State of : County of : s.s. Contract/RFP Title: I state that I am of (Title-print) (Name of my firm-print) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal. I state that: (1) The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, vendor or potential bidder. (2) Neither the price(s) nor the amount of this proposal, and neither the approximate price(s) not approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal. (4) The proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal. (5), its affiliates, subsidiaries, officers, directors and employees (Name of my firm- print) are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law on any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: I state that understands and acknowledges that the above (Name of my firm- print) representation are material and important, and will be relied on by (MASD) in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from MASD of the true facts relating to the submission of proposal for this contract. (Signature Date) (Print name and company position) Sworn to and subscribed before me This day of,., Notary Public My commission expires: Page 7

8 Middletown, Pennsylvania Pricing Response to Request for Proposal Postage Machine Lease and Service POSTAGE METER, MONTHLY LEASE COST Postage Meter Equipment Lease per month MASD desires to enter a 60-month lease contract. COST/ PER MONTH POSTAGE METER SERVICE, MONTHLY COST Monthly Maintenance Service Cost, including all service types: Routine and any emergency service calls COST/ PER MONTH TRAINING COST Initial training on the use of the machine upon installation COST ADDITIONAL FEES AND OPTIONAL OTHER SERVICES NOT COVERED IN MONTHLY COST (EXPLAIN). INCLUDE CONSUMABLE SUPPLY COSTS HERE. COST Optional other services will not be evaluated in determining the successful vendor. There is no offer made or guarantee that MASD will utilize any optional other service. This proposal is submitted by: Vendor Name: Vendor Representative (printed): Vendor Representative (signed): Page 8

9 Middletown, Pennsylvania Vendor Response to RFP Questions Postage Machine Lease and Service RFP Please note: Additional pages may be used to provide detailed answers. If you choose to do so, please clearly reference the question to which you are responding. 1. Please provide manufacturer and model number of your proposed machine. 2. What are the dimensions of the proposed machine? 3. Is the machine controlled via touchscreen? 4. What printing options are available? 5. What sealing options are available? 6. What is the maximum thickness of mail that the machine can accept? 7. Is the machine capable of weighing mail as it is processed? 8. Will the machine process mixed mail? 9. What postage application options are available? 10. Can the machine be setup for reduced postage with Higher Information Group (formerly York Mail) pickup service? 11. What is the process for assigning department codes for accounting purposes? Page 9

10 12. How many department accounting code slots are available? 13. How are postal rate changes implemented? 14. What postage payment options are available? 15. Does the machine access the internet? If so, what features does that provide? 16. What are the connectivity requirements for the machine to function, update rates, and refill postage? 17. What is the cost of the ink cartridge, and how many impressions will it yield? 18. What is the proposed lease term? 19. What is your service response time? 20. Can you meet the lease, installation, training and maintenance needs without subcontracting with a third party? If no, please explain. 21. Please list any additional comments or information that you would like to share regarding your proposal. Answers to proposal questions have been submitted by: Vendor Name: Vendor Representative (printed): Vendor Representative (signed): Page 10

11 Middletown, Pennsylvania References Postage Machine Lease and Service List three (3) references for similar equipment leases serviced by your company in the last twelve (12) months. References- Provide the name of the business, business address, contact name and telephone numbers. Page 11

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