Request for Proposal (RFP) Leasing of Copiers and Copiers Support Services Throughout Garfield School District Re2

Transcription

1 Request for Proposal (RFP) Leasing of Copiers and Copiers Support Services Throughout Garfield School District Re2 GARFIELD SCHOOL DISTRICT RE Whiteriver Avenue Rifle, CO RFP Circulation Date: January 10, 2017 Deadline for ed Questions: January 23, 2017 Questions Answered by: January 30, 2017 Proposal Submission Deadline: February 13, :00PM

2 2 TABLE OF CONTENTS Garfield School District Re-2 Leasing of Copiers and Copiers Support Services I. GENERAL INFORMATION A. Introduction B. Description II. SELECTION PROCESS A. Schedule III. EVALUATION CRITERIA A. Format & Minimum Requirements B. References IV. COST PROPOSAL

3 REQUEST FOR PROPOSAL Garfield School District Re-2 Leasing of Copiers and Copiers Support Services I. GENERAL INFORMATION A. INTRODUCTION The Garfield School District Re-2 is soliciting the submittal of proposals from firms to provide new leased copiers and service agreements for the next three years, starting on July 1, 2017, per attached bid sheet. The process to be used in the selection of this firm is described in detail in Section II, SELECTION PROCESS. In summary, responses to the RFP will be evaluated by District personnel that understand the required services associated with these services. All questions regarding bid should be directed to Tamara Turza at No solicitation during bid process will be allowed at schools or other district locations. All respondents accept the conditions of this RFP, including, but not limited to, the following: a. All submittals shall become the property of the District and will not be returned. b. Late submittals shall not be evaluated. c. Any restriction as to the use of submitted materials must be clearly indicated as proprietary. The requested limitation or prohibition of use or release shall be identified in writing on a cover sheet. Blanket claims of proprietary submittals will not be honored. Fee proposals will be considered proprietary. Note: Any information received from vendors is subject to the Colorado Open Records Act. d. The District reserves the right to reject any or all proposals on the basis of being unresponsive to this RFP or for failure to disclose requested information. e. The District shall not be liable for any costs incurred by respondents in the preparation of submittals and proposals nor in costs related to any element of the selection and contract negotiation process. f. No solicitation during bid process will be allowed at schools or other district locations. Submittals from respondent must comply with but are not limited to, the following: a. The items identified within the evaluation criteria (section III). b. Submit one (1) complete copy of the attached excel spreadsheet. c. Response to all items shall be complete. d. All references shall be current and relevant. e. Modifications or changes to the Fee Proposal Form are prohibited. f. The District retains the right to waive any minor irregularity or requirement. B. DESCRIPTION The detailed description of the services to be bid on is included in section IV COST PROPOSAL. PAGE 1 OF 4

4 REQUEST FOR PROPOSAL Garfield School District Re-2 Leased Copiers Service Agreement II. SELECTION PROCESS A. SCHEDULE 1. The overall schedule is as follows: Start Finish Submittals Due 2/13/17 Evaluate 2/13/17 3/18/17 Selection Announced On or before 4/11/17 2. Submittals shall be received no later than 2:00 PM, MST, 2/13/17, dropped off or mailed at the following address: Tamara Turza, Garfield School District No. Re-2, 839 Whiteriver Avenue, Rifle, CO The above schedule is tentative. Responding firms shall be notified of revisions in a timely manner. Respondents may elect to verify times and dates by telephone or , but no earlier than 36 hours before the scheduled date and time. III. EVALUATION CRITERIA A. MINIMUM REQUIREMENTS Must be able to meet or exceed the following specifications: 1. All bids must be F.O.B. Destination, freight prepaid. There are to be no additional installation charges and no other charges that are not included in the bid. 2. The selected firm will be required to have new copiers installed at District locations by July 1, All equipment technology must be digital and be certified as new. Each model should be the latest generation offered by the respective manufacturer. 4. All proposed equipment must be from the same manufacturer. 5. All machines that are capable of enhanced lock print which should be included in the price. 6. Proposed machines should be fully and completely compatible with Mac computers. 7. All machines should handle a variety of paper weights and types, including transparencies. 8. If power filters or surge protectors are recommended or required by the manufacturer, the bidder will supply these at no cost to our District. 9. The selected firm will be required to train school personnel on all new copiers at the locations request and in a timely manner and within 30 days of the start of the school year throughout the three year lease. 10. Provide detail of all services (including response times) and supplies included in service contract price. 11. Minimum three year guarantee on all equipment. Provide copy of company s copier warranty agreement. 12. If a copy machine is not working at 90% continuously over 5 business days, at the vendor s expense, a replacement machine will be delivered within 7 business days. 13. Vendor will be responsible, at their own cost, for moving and transportation of equipment between District locations. PAGE 2 OF 4

5 14. At the end of the three year lease, guarantee that each copier at each school location will be picked up at the vendors cost, and the hard drive on each scanning copy machine shall be wiped out to avoid unauthorized use. The District will set a date for all copiers to be removed. 15. The District reserves the right at the end of the three year lease to purchase any of the copiers. 16. All machine specifications are to be included in the bid. 17. Garfield School District No. Re-2 reserves the right to add copiers through out the three years at the bid price. 18. Data security on all equipment will be provided and secured by the bidder. 19. Any and all taxes will be included in the bid price quoted. 20. Cost per copy will remain the same over the three year lease. No cost per copy/click shall be charged for scanning. IV. COST PROPOSAL See attached excel spreadsheet to be completed by vendor. PAGE 3 OF 4

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