SCHOOL DISTRICT OF BELOIT REQUEST FOR PROPOSALS (RFP)

Transcription

1 Business Services Department 1633 Keeler Avenue,, WI SCHOOL DISTRICT OF BELOIT REQUEST FOR PROPOSALS (RFP) RFP Request for Proposal Printers and Multi-Function Printers February 21, 2017

2 Table of Contents Section I RFP Overview... 1 Section II Current State... 5 Section III Supplier Instructions... 7 Section IV. Proposal Content... 8 Attached A: Detailed Equipment List... 11

3 Section I RFP Overview A. Company Description The School District of, Wisconsin educates and nurtures approximately 7,200 students in 6 elementary schools with limited class sizes, 4 intermediate schools and 1 alternative and 1 high school. Four-year-old kindergarten, alternative programming and charter schools are available. After school programs are also offered. Activities include sports from elementary to Division I high school level, gifted and talented student competitions, homework and enrichment clubs, fine arts, orchestra and band, leadership organizations and more. B. RFP Objectives Through this Request for Proposal (RFP), School District of (SDB) is soliciting proposals for printers and multifunctional devices. Your firm is invited to submit a proposal for all equipment and services referenced with in this request for proposal. Specifically, SDB hopes to accomplish the following objectives: Continue to maximize our investment in our fleet technology by optimizing our fleet (as it pertains to operating costs, business productivity and environmental impact) Obtain premium customer service and implementation assistance through dedicated account management, implementation project managers and dedicated tactical technical support Significantly reduce cost Receive high service quality and responsiveness Continue to receive and utilize monthly volume and user data in a conscious effort to provide responsible oversight to properly manage volume including the desire to eliminate overages Continue to implement its print policy and revise as needed to support specific elements and the direction of print strategy C. General Conditions A. Consideration of Proposals The District reserves the right to reject any and all proposals; to accept portions of bids and alternates in any order or combination; is not obligated to accept the lowest or any RFP; and may waive any informality or irregularity in submittal procedures. The District intends to award a contract to a qualified bidder, provided the RFP has been submitted in accordance with the RFP Document requirements, and does not exceed the District s available funds.

4 A1. Proposal Binding Period Prices quoted in the Vendor s response for all labor and materials will remain in effect for a period of at least ninety (90) business days from the issuance date of the Vendor s response. Labor rates should remain in effect for the length of the project. A2. Warranty The Vendor shall promptly, at no cost to the District, correct or re-perform (including modifications or additions as necessary) any nonconforming or defective workmanship or labor within one year after completion of the project of which the work is a part of. The period of the Vendor s warranties for any items herein are not exclusive remedies, and the District has recourse to any warranties of additional scope given by the Vendor to the District and all other remedies available at law or in equity. The Vendor s warranties shall commence with acceptance of/or payment for the work in full. The Vendor shall pass along to the District any additional warranties offered by the manufacturers, at no additional costs to the District, should said warranties extend beyond the one-year period specified herein. This warranty shall in no manner cover equipment or materials that has been damaged or rendered unserviceable due to negligence, misuse, acts of vandalism, or tampering by the District or anyone other than employees or agents of the Vendor. The Vendor s obligation under its warranty is limited to the cost of repair of the warranted item or replacement thereof, at the Vendor s option. Insurance covering said equipment from damage or loss is to be borne by the Vendor until full acceptance of equipment and services. A3. Price Stability Contract prices and discounts shall be fixed at a not to exceed price at the time the contract is signed. In no case shall the price exceed the proposal price. A4. Variation in Quantities and Configurations Printing equipment quantity and configurations included in this RFP are the best estimates currently available. The District reserves the right to modify quantity and configuration requirements. The Vendor agrees to sell the District the revised quantity of items at the unit price as stated in the RFP regardless of quantity changes. A5. Time Frames / Deadline Due to the nature of the Project, the District is imposing a strict time frame for its completion. In order to ensure consistency and progress, the District is requiring the following: A) The Project will have a Deadline for Completion of 5:00PM on Friday, July 30, 2017 A6. Proposal Ownership All proposals shall remain the property of the School District of

5 This RFP is not an offer to contract. Acceptance of a proposal neither commits SDB to award a contract to any supplier, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest. We reserve the right to contract with a supplier for reasons other than lowest price. We will thoroughly examine each proposal for best price, product quality, performance measures, flexibility and customer support. Proposals are to be made in good faith, without fraud, collusion or connection of any kind with any other contractor for the same work. All bidders must complete in their own interest and in their own behalf. If you are subcontracting any portion of this agreement, you must identify the subcontractor in your proposal and agree that all subcontractors are bound to all terms and conditions of this RFP. The supplier will absorb all costs incurred in the preparation and presentation of the proposal. All suppliers who submit proposals will be notified of the results of the selection process. SDB reserves the right to reject any or all proposals, in whole or in part, with or without cause, even if all the stated requirements are met. In addition, SDB may enter into negotiations with one or more entities simultaneously and award a contract without notification. At the sole discretion of SDB, bidder presentations may be requested before award of the contract. SDB may also request the opportunity to conduct an on-site review of the supplier s facility and/or other locations where these services are provided, or a demonstration of the proposed technology. A7. Proprietary Information All restrictions on the use of the data contained within a proposal and all confidential information must be clearly stated. Proprietary information submitted in a proposal, or in response to the RFP will be handled in accordance with the applicable Wisconsin State Statutes(s). 1. To the extent permitted by law, it is the intention of the District to withhold the contents of the proposal from public view unless there is a reason for disclosure in the opinion of the District. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law. A8. Disqualification 1. Late Proposals Proposals that are received after the deadline date and time may be disqualified. 2. Nonresponsive Proposals Proposals which are not responsive or which fail to comply with mandatory requirements of the RFP may be deemed nonresponsive and may be disqualified. Nonresponsive proposals shall include, but not be limited to, those that fail to address or meet any mandatory item and those submitted in insufficient number. The District reserves the right to disqualify those from consideration those responses that are submitted in an incorrect format. A9. Collusion Collusion by two (2) or more contractors agreeing to act in a manner intended to avoid or frustrate fair and open competition is prohibited and shall be grounds for rejection or disqualification of a proposal or a contract.

6 A10. Debarred Bidders or Subcontractors A vendor who is currently subject to state or federal debarment order or determination shall not be considered for evaluation by the procurement team. A11. Conflict of Interest A vendor may be disqualified on the basis of a real or apparent conflict of interest that is disclosed by the proposal or other data available to the District. A12. Proposal Specifications The Administration has conducted a comprehensive assessment concerning the specific printer and multifunction copier requirements for every school within the School District of. The School District of has simplified this RFP for the respondents to simply include: A: The Total Annual Cost of all Equipment based upon a 60 month lease term B: The Total Annual Cost of Maintenance for all equipment based upon a 60 month lease term (The Total Annual Cost of Maintenance is to include toner and staples where applicable.) C: All respondents will submit a detailed listing of each device specification, the annual cost of the lease for each device and the annual maintenance cost for each device and the cost per copy for each device. The respondent will submit a total annual fleet cost and a total annual maintenance cost for the entire fleet. The specifications for the multi-function devices and Printers is as follows: - All multi-function devices must have Postscript that is compatible with Apple products. - All multi-function devices with 60 pages per minute must have an external finisher with hole punch capability. - All Printers must have Postscript that is compatible with Apple products. A13. Hold Harmless/Indemnification The Vendor shall assume the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any act or omission on the part of the Vendor, its subcontractors, agents or employees under or in connection with this contract or the performance or failure to perform any work required by this contract. The Vendor shall hold harmless and indemnify the School District of School Board and its agents, volunteers, servants, employees and officers from and against any and all claims, losses or expenses, including but not limited to attorney s fees, which either or both of them may suffer, pay or incur as the result of claims or suits due to, arising out of or in connection with any and all such damage or injury, real or alleged resulting from any act or omission of the Vendor. The Vendor shall, upon written demand by the School District of School Board assume and defend at the Vendor s sole expense any and all such suits or defense of claims A14. Contract Term For the purpose of this RFP, the anticipated contractual period will be for 60 months.

7 Section II Current State A. Background Information SDB has been on a 5-year journey to reduce cost, print volumes and devices necessary to produce educational curriculum materials and administrative materials to support the educational environment. SDB continues to employ print policy to strive to achieve the lowest possible cost in output through a centralized print output then support the reduction of print by digitizing curriculum and business processes. SDB has a centralized copy center operated in partnership with Ricoh contracted staff. SDB also operates a print center in house. During the summer of 2016, the SDB refreshed their Production equipment fleet with a 60 month term. Print devices in the schools are to be deployed for small print use in a pod-printing format for convenience for staff and educators to run as small as possible. PaperCut and print release strategies are employed on a test basis in two intermediate schools this year and SDB uses central services for print volume over 30 pages. Large jobs over 30 pages are routed to the centralized copy center. The goal is to have 90% of all print jobs processed at the centralized copy center. It is anticipated that PaperCut and job release using print pods will result in a reducing overall volume by a minimum of 10%. The goal is to retire all of the single function print devices over 7 years of age, remove personal printers and follow PaperCut job release processes on MFP devices using print pods or at the centralized copy center. The refresh timeline shall be between July 1 and July 30 and refresh the fleet in time for school to begin in September. All devices should be set to black and white and duplex. Color should be chosen only as necessary. Any print job over 30 pages should be sent to the centralized copy center. Current approximate district wide annual school volumes are listed below: B&W MFP 2,885,000 Color MFP 302,000 B&W printer 1,900,000 Color printer 305,000

8 B. Scope of Services SDB seeks a supplier who can supply equipment and provide service in an efficient, consistent manner aligned with our print policy. We are interested in attaining the blend of printers and multifunctional devices (MFPs) that will best serve our end-users, while addressing the business needs of each department and minimizing cost. We are interested in creative solutions not limited to the following: Equipment Service/maintenance including warranty and warranty repair Supplies Technical expertise Replacement planning (5-7 year lifecycle) Reporting Project and print management services including the following: o Assistance with print pod and PaperCut elimination and print policy revisions and implementation o Volume and lifecycle monitoring Performance Monitoring (alert when a printer goes offline)

9 Section III Supplier Instructions A. RFP Schedule This schedule outlines the major activities that will occur in this bid process and the due dates. Any changes in deadlines will be communicated to all suppliers in writing. We reserve the right to disqualify any supplier who does not comply with these deadlines. Activity Date/Time (CST) Request for Proposal Issued February 21, 2017 Questions to be ed to Executive Director of Business Services Answers to questions posted Request for Proposal due February 28, 2017 by 2pm March 2, 2017 by 2pm March 7, 2017 at 11am B. Supplier Questions and RFP Addenda Questions regarding the content of or schedule for the RFP must be submitted in writing by to the contact identified on the cover page of the RFP, according to the RFP schedule provided in Section II-A. SDB will issue answers to all supplier questions, as noted in that schedule. In the event that modifications or additions to the RFP become necessary, suppliers will be notified in writing.

10 Section IV. Proposal Content Your proposal should be organized as follows. SUBMISSION REQUIREMENTS Proposals should be presented in an 8.5 x 11 inch format and bound. Fonts should be no smaller than 12 point, and lines may be double-spaced. Proposals should clearly respond to this RFP, yet be brief in presentation. Please provide the following information to the fullest extent possible. The proposal should be divided into labeled tabbed section with the following headings. SDB requests the following section headings be arranged in the order listed below. Proposal Cover Sheet Include the following text on the cover sheet of the proposal: PROPOSAL FOR PRINTERS AND MULTI-FUNCTION COPIERS RFP Include the name of the vendor submitting the proposal, as well as complete contact information, including of the primary contact person. Letter of Introduction Provide a cover letter as a separate document. Executive Summary Provide a concise and brief overview of the highlights of your proposal. Proposal Narrative Describe the proposal including what products and services are being recommended, as well as the location of the service technician that is being recommended. List technician s certifications and training for different printers and copiers. Pricing All Pricing should be submitted free of any sales tax. SDB is sales tax exempt. Pricing shall be submitted using Attachment A (see end of RFP) References Provide a list of at least three (3) current references where similar maintenance packages are successfully being performed preferably K12 clients. The reference list is to include, contact individuals, addresses, current address, and current telephone numbers. SDB reserves the right to contact any individuals that are listed for references.

11 Insurance A Certificate of Insurance showing $1,000,000 coverage for Vehicle Liability, General Liability,and Workers Compensation at the rate required by the State of Wisconsin. General Supplier Information The following items are of interest to us concerning your firm. As a quality business relationship is important to both you and SDB, please include anything else you feel we should understand. Please answer the following questions if they are applicable. If not, please indicate N/A. 1. What is the legal name of your company? 2. Please state the number of years your company has been in business. 3. Are you a subsidiary, affiliate, or franchise? If yes, what is the name of your parent company? 4. Where is your headquarters located? 5. Do you have a corporate website? If so, please provide the URL. 6. How many employees do you have worldwide? 7. Provide a sample certificate of insurance identifying your standard insurance coverage. 8. Provide your federal employer identification/tax number. 9. Provide your Dun & Bradstreet number. 10. Identify the key offices that would be involved in managing this project. Capabilities and Experience 1. Describe your company s core capabilities in managing an equipment fleet. 2. Describe your product line relative to longevity in the market. 3. What differentiates your organization from your competition for this type of service? Account Management and Technical Service 1. Please describe the technical support organization that you will make available to SDB. 2. Describe your service organization. 3. Describe your training and certification program for service technicians. 4. Do your service technicians have access to real-time information on customer accounts to resolve service requests more efficiently? Transition and Implementation 1. What dedicated project management resources will you provide? 2. Describe the members of your implementation team and give a brief description of their qualifications. 3. Describe your implementation process and provide a sample implementation plan. Customer Service 1. Please describe your customer service organization. 2. Can you provide a single point of contact and toll-free number for all service inquiries?

12 3. Please describe your options and process for submitting the following: Billing and Invoicing a. Service Requests b. Meter Readings c. Supply Orders 1. Describe your recommended billing approach. 2. Provide a sample monthly invoice. 3. Do you permit your customers to choose their own payment due dates? 4. Are there a variety of payment options (e.g., choose your own due date, combined billing for multiple lease agreements, credit card/ach/eft options)? 5. Do you provide customized billing options such as customer-selected fields? 6. What are your payment terms? Financial Considerations 1. Describe any additional fees, beyond the monthly payment, assessed by your company (e.g., documentation fees, security deposits, UCC filing fees). 2. Do your lease agreements contain escalation charges? If so, describe them. 3. Do your lease agreements automatically renew at lease end, without notice? What is your notice period? 4. Does your lease agreement offer a buyout after the 60 month term? If so, what is the buyout amount? 5. Is there a penalty for early payoff on lease agreements?

13 Attachment A: Detailed Equipment List by Location Minimum pages per minute Avg. Annual Mono Vol. Avg. Annual. Color Vol. Building Floor Room # Equipment Type Merrill 1 Mailroom Color MFP Merrill 1 Staff Lounge B/W MFP Merrill 2 Library B/W MFP Merrill 1 Hallway B/W Printer Hackett 1 Library B/W MFP Hackett 1 Staff Lounge B/W MFP Hackett 1 Front Office Color MFP Hackett 2 Hallway B/W MFP Converse 1 Hallway B/W Printer Converse 1 Hallway B/W Printer Converse 1 Library B/W MFP Converse 1 Main Office Color MFP Converse 1 General Area B/W MFP Robinson 1 Staff Lounge B/W MFP Robinson 1 Main Office Color MFP Robinson 1 Hallway B/W Printer Robinson 1 Hallway B/W Printer Cunningham 1 Computer Room B/W MFP Cunningham 1 Mailroom B/W MFP Cunningham 1 Staff Lounge B/W MFP Cunningham 1 Main Office Color MFP Cunningham 1 PLTW B/W MFP Gaston 1 Main Office Color MFP Gaston 1 Library B/W MFP Gaston 2 Hallway B/W MFP Gaston 2 Hallway B/W MFP Fruzen 1 Library B/W MFP Fruzen 1 Main Office Color MFP Fruzen 1 Staff Lounge B/W MFP Fruzen 1 Student Services Color MFP Fruzen 1 PLTW Color MFP Fruzen 2 #206 B/W MFP Aldrich 1 Main Office Color MFP Aldrich 1 Teachers Lounge B/W MFP Aldrich 1 #174 B/W Printer Aldrich 1 #140 B/W Printer Aldrich 1 Student Services B/W MFP Academy 1 Teachers Lounge B/W MFP Cost Per Copy Mono Cost Per Copy Color

14 Academy 1 Main Office Color MFP Academy 1 Guidance Office Color Printer Academy 2 #13 B/W Printer Academy 2 #16 B/W Printer Academy 2 #15 B/W MFP Academy 1 #7 Color Printer Academy 1 #8 B/W Printer Academy 2 #9 B/W Printer Academy 2 #10 B/W Printer Academy 2 #11 B/W Printer Academy 1 Nurses Office B/W Printer Academy 1 #6 B/W Printer Academy 1 #2 B/W Printer Academy 1 #5 B/W Printer Academy 1 #4 B/W Printer Academy 1 #3 B/W Printer McNeel 1 Main Office Color MFP McNeel 1 General Area B/W MFP McNeel 1 General Area B/W MFP McNeel 1 General Area B/W MFP

15 McNeel 2 General Area B/W MFP McNeel 2 General Area B/W MFP McNeel 2 General Area B/W MFP School 1 Counselor Office B/W Printer School 1 Counselor Office B/W Printer School 1 Counselor Office B/W Printer School 1 Counselor Office B/W Printer School 1 Counselor Secretary B/W MFP School 1 Computer Lab A112 B/W Printer School 1 Computer Lab B110 B/W Printer School 1 Main Office B/W MFP School 1 Deb s Office Color MFP School 1 Main Office B/W MFP School 1 Edmonds Office Color Printer School 1 Principals Office B/W Printer School 1 Bookkeepers Office B/W Printer School 1 Assoc. Principal B/W Printer School 1 Assoc. Principal B/W Printer School 1 Assoc. Principal B/W Printer School 1 Assoc. Principal B/W Printer School 1 Assoc. Principal B/W Printer School 1 Student Services B/W MFP School 1 Nurses Office B/W Printer School 1 D104 B/W Printer School 1 D105 B/W Printer School 1 B104 B/W Printer School 1 C102 B/W Printer

16 School B/W Printer School 1 E Wing B/W MFP School 1 D Wing B/W MFP School 1 Athletic Office Color MFP School 1 Athletic Area B/W Printer School 1 Athletic Area B/W Printer School 1 Swim Office B/W Printer School 1 E Wing B/W MFP School 1 Tech Ed Wing B/W MFP School G D010 B/W Printer School G C015 B/W Printer School G C013 B/W Printer School G C006 B/W Printer School G D013 B/W Printer School G D015 B/W Printer School G D017 B/W Printer School G D019 B/W Printer School G D021 B/W Printer School G D020 B/W Printer G Service Off. B/W Printer School 2 D Wing B/W MFP School 2 Library B/W MFP School 2 C Wing B/W MFP School 2 D206 B/W Printer School 2 B214 B/W MFP School 3 Workroom B/W MFP

17 School 3 D320 B/W MFP School B/W Printer School B/W Printer School 3 B Wing B/W MFP School 3 B313 Reading Spec B/W Printer Todd School 1 Main Office Color MFP Todd School 1 Workroom B/W MFP Todd School 1 Library B/W MFP Todd School 1 Hallway B/W MFP Todd School 2 Hallway B/WMFP Kolak 1 Bus/Fin/HR Color/WMFP Kolak 1 Kolak 1 Superintendant Color/WMFP Kolak 1 Kolak 1 Facilities B/WMFP Kolak 1 Kolak 1 Technology B/W MFP Kolak 1 Kolak 1 Curriculum Color MFP Kolak 1 Kolak 1 Curriculum B/WMFP Kolak 1 Kolak 1 Student Services B/WMFP Kolak 1