Request for Proposals Copier Machine Replacement

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1 Request for Proposals Copier Machine Replacement Deadline & Bid Opening: Thursday, June 23, 2011, 2:00 p.m. City of Hyattsville Administration Department Gregory E. Rose, City Administrator 4310 Gallatin Street Hyattsville, Maryland 20781

2 The City of Hyattsville is soliciting proposals to replace four existing copiers. We are looking to replace copiers for the following departments: Administration, Police and Public Works. We intend to replace our existing copiers with equipment that provides the same or higher level of quality and service. A. Description of the Government The City of Hyattsville, Maryland is a small municipality with a population of approximately 18,000, covering an area of approximately 3 square miles in Prince George s County, Maryland. It is located less than a mile outside of the District of Columbia and just south of the University of Maryland in College Park, Maryland. The City government has approximately 102 full-time employees and its FY11 operating budget is $13,380,746 with a total budget of $22,777,581. The government is organized as follows: Legislative comprised of the Mayor, Council, City Clerk and Election Board Administrative comprised of the Office of the City Administrator, the Office of the City Treasurer, Information Technology, the Office of Communications/Public Relations including Cable Television, the Office of Community Development and the Office of Volunteer Services Public Safety comprised of the Police Department and Office of Code Enforcement. The Police Department is further divided into the Command, Criminal Investigations, Patrol, Community Action Team, Parking Enforcement and Records & Communications divisions Public Works Department comprised of the Streets, Solid Waste, Building & Fleet Maintenance Recreation and the Arts Department which manages the City s Call-a-bus program, Parks Maintenance, along with the City s Recreation and Arts programs B. Scope of Service Proposals should include 1) specifications of machines you are proposing, 2) estimate of monthly cost of the lease, per machine, 3) experience, expertise and capabilities including references who have the copier machines you are proposing, a narrative on your philosophy for customer service, and your standards for responding to service calls if you are the selected vendor, 4) set up, delivery and training information along with information on companies that will finance your machines, 5) disclosure of billing for service to the machines and the maintenance contract costs 6) side by side comparison of machines you are proposing and how they compare to our current machines. C. Anticipated Deliverables As a result of the above criteria and the agreement between the vendor and the City of Hyattsville, the vendor shall be expected to present information on the following:

3 Make Machine #1 - Copystar Model/Features and Serial Numbers CS 5050/ Copy, Print, Scan, Fax, Finisher, Hole Puncher, Staple, Stand System Hand Drive and Paper Deck Machine #2 - Copystar Machine #3 Copystar CS 8030 Digital Copier/ Copy, Multi position staple, Finisher, Hole Puncher, Print and 200 sheet feeder scan both sides at once, Sealed toner cartridge, 40 GB hard drive, Full network print 600 mhz processor, CS 2525E/ 25 PPM b/w, 25 PPM color, 100 Sheet doc feeder, Duplex 768 ram, 40 Gig hard drive, sheet drawers, 100 Sheet bypass, 600 mhz processor, Network print 256 meg ram, New equipment should have the following features: 1) Feeder with dual scan 2) Duplex 3) Finisher with 2/3 hole punch 4) Multi-position stapler 5) Full network print 6) Network scan system 7) Replacement for Machine #1 should have full color scan capability In addition to replacement for the above mentioned machines, the City is looking for detailed information on what upgrades to these machines would consist of and their pricing, especially the color copier. The City is looking for a higher quality color copier with hole punch and stapler functions. D. Qualifications of Bidders Eligible bidders will be those companies that have the following qualifications: 1. Experience and expertise in regard to analyzing in-house and outsourced copying and printing needs for a municipal government. 2. A bidder with a proven track record of innovative document imaging requirements.

4 3. Knowledge of most recent technological advancements and their application. 4. Quality personnel, exceptional training, support and solutions along with optimal equipment performance. E. Proposal Requirements Proposals should include the following information with additional information about what upgrades to these machines consist of: 1). Specifications of machines you are proposing The proposal should be for a total of four machines, as follows: Machine # 1 We would like two (2) replacements for this machine (1) Police Department and (1) Department of Public Works Machine # 2 (1) Administration Machine # 3 (1) Color Copier for Administration 2). Estimate of monthly cost of the lease per machine 3). Experience Expertise and Capabilities a. Information about the Bidder. The name, location, mailing addresses, telephone numbers of the bidder and other pertinent information. b. Philosophy Statement. A statement of the respondent s philosophy for customer service and your standards for service call responsiveness as outlined in the RFP. c. Summary of Relevant Experience and References. A listing of all companies using the machines being suggested in your response within the last three (3) years must be provided. In addition, the name, title, address and telephone number of a contact person from each organization for whom should be provided. Please provide contact/references that you have with municipal governments. 4). Set-up, delivery and training information 5). Disclosure of billing for service to the machine and the maintenance contract costs 6). Side by side comparison of machines you are proposing and how they compare to our current machines

5 7). Sealed Dollar Cost Proposal a. General Requirements. The sealed dollar cost proposal section should contain all pricing information relative to performing the work as described in this request for proposals. The City will not be responsible for expenses incurred in preparing and submitting the proposal or the sealed dollar cost bid. Such costs should not be included in the proposal. The first page of the sealed dollar cost proposal should include the name of the company. The Sealed Dollar Cost Bid must be submitted in a separate envelope from the Letter of Proposal documents. 8). Additional Data a. This section should contain any additional data that the respondent determines is appropriate for the City to consider when embarking on such a project. F. Submission of Proposal The proposals should be addressed as follows: City of Hyattsville Copier Lease Proposal Attn: Doug Barber, City Clerk 4310 Gallatin Street Hyattsville, Maryland Each proposal should include one clearly identified original and six (6) paper copies. All proposals must be received by 2:00 p.m. on Thursday, June 23, 2011, at which time they will be publicly opened and submittals recorded. Please direct inquiries to epreston@hyattsville.org. If you are interested in viewing our current machines, please contact Ellarose Preston at the above listed by June 10, 2011, to set up an appointment. G. Evaluation of proposals and award of contract The Proposal Requirements section of all proposals will be reviewed and scored first. After an initial review and scoring, the top three (3) proposals will be indentified. Those three (3) top candidates will be asked to come in and present your proposal to the City on Thursday July 7, The presentation will be to a committee of 4-6 City employees, representing departments that will use the proposed machines. Once a proposal is selected, the City will need to have the machines delivered by August 5, 2011.

6 Some of the criteria the City may use to evaluate proposals include: 1. Compliance with RFP 2. Training 2. Customer Service 3. References 4. Maintenance costs 5. Lease cost The best combination of cost and approach for the City will be recommended by the committee to Council. At that point Council will then select the vendor for award. The City reserves the right to reject any and all proposals. H. Payment Schedule The payment schedule will be negotiated as part of the contract for services. Upon award of a contract, requests for payment shall be accepted and processed upon the City s receipt of invoices.

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