ADMINISTRATION 1355 Third Avenue, Chula Vista, CA 91911 (619) 426-3595, Fax (619) 426-2173 REQUEST FOR PROPOSALS MAAC ADMINISTRATION June 26, 2017 RESPOND BY: July 14, 2017 RFP #: 2017-01ADMIN Multifuntion Copier and Managed Print Services
REQUEST FOR PROPOSAL: RFP No. 2017-01 ADMIN Multifunction Copier Lease and Managed Print Services MAAC Project ( MAAC ) is soliciting competitive sealed proposals from service providers to provide Multifunction Copier Lease and Managed Print Services, complying with all terms and conditions described in this document. Proposals will be accepted no later than 4:00 p.m. pacific standard time, July 14 th, 2017. Proposals received after this time will not be accepted. Mark all documents with RFP No. 2017-01 ADMIN Multifunction Copier and Managed Print Services. Mail or deliver all proposals and accessory documents to: MAAC - Administration c/o Laura Camou, Procurement Coordinator 1355 Third Avenue Chula Vista, CA 91911 Proposals must be manually signed on this MAAC form in the space provided below. Please submit two (2) paper sets of your proposal. Clearly mark the original copy as "ORIGINAL" on the cover. MAAC reserves the right to accept or reject any or all proposals and to award a contract in the best interests of MAAC. In addition, MAAC may also request a demonstration of the proposed technology. I have read the terms and conditions of this RFP and submit for consideration the attached proposal and exhibits, if any. The fees and costs in this proposal have been arrived at independently, and have not been divulged, discussed, or compared with the proposals of other respondents. No attempt has been made nor will be made to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition. By signing below, Proposer agrees to the Terms and Conditions for this Request for Proposal. Company Name Company Telephone Number Company Address Company Fax Number City, State, Zip Code Email Address Authorized Signer s Full Name and Title Authorized Signature Date
1.0 REQUEST FOR PROPOSAL OVERVIEW 1.1 Definitions Contractor means each successful respondent awarded a contract. MAAC means MAAC Project. Proposer/vendor/respondent/service provider means a firm submitting a response to this RFP. RFP means Request for Proposal 1.2 Scope of Services Sought Project Overview MAAC is seeking proposals for Multifunction Copier and Managed Print Services. All vendors responding to this RFP must be able to provide all necessary equipment and services required by MAAC to fulfill its duties and obligations. MAAC has over 29 locations across San Diego County including remote areas in the Northeast portion. Proposal must include lease vs. purchase analysis. The following services and functionality is required: (See Schedule A) Required Equipment MAAC requires 5 high capacity multifunction copier machines to print in color. MAAC requires 10 high capacity multifunction copier machines to print in black and white. MAAC requires 31 medium capacity multifunction machines to print in black and white. Minimum Equipment Specifications 1.2a High Capacity Multifunction Copier Specifications - Color Speeds of 65 PPM Color and 75 PPM Black and White Approx. 20 seconds of warm up time High volume and high end toner yields Resolution with new laser design Providing 2,400 dpi x 600 dpi Time saving, high speed, high capacity Integrated Web Browser 300 Page Dual-Scan Document Feeder High Copy volume Paper capacity 6,020 Sheets Job Skip Feature Limitless Job Reservation Max Original size LD Reproduction ration 25% to 400% Customizable 9 Color Touch Screen External Keyboard Support EPEAT Gold Certification Dual Core Processor
High Capacity Multifunction Copier Specifications Color (Continuation) Memory 4GB Hard Disk Drive 320GB Self-Encrypting Drive FIPS 140-2 Validated Data Overwrite Standard Automatic Drive Invalidation (ADI) MOPRIA Certified USB Flash Drive Scan/Print Integrated Server-less Multi-Station Printing 1.2b High Capacity Multifunction Copier Specifications - Black and White Speeds of 35 PPM Black and White Approx. 20 seconds of warm up time High volume and high end toner yields Resolution with new laser design Providing 2,400 dpi x 600 dpi Time saving, high speed, high capacity Integrated Web Browser 300 Page Dual-Scan Document Feeder High Copy volume Paper capacity 3,200 Sheets Job Skip Feature Limitless Job Reservation Max Original size LD Reproduction ration 25% to 400% Customizable 9 Color Touch Screen External Keyboard Support EPEAT Gold Certification Dual Core Processor Memory 4GB Hard Disk Drive 320GB Self-Encrypting Drive FIPS 140-2 Validated Data Overwrite Standard Automatic Drive Invalidation (ADI) MOPRIA Certified USB Flash Drive Scan/Print Integrated Server-less Multi-Station Printing Scan Facsimile 1.2c Low Capacity Multifunction Copier Specifications - Black and White Speeds of 25 PPM Black and White Approx. 20 seconds of warm up time High volume and high end toner yields Resolution with new laser design Providing 2,400 dpi x 600 dpi Time saving, high speed, high capacity Integrated Wed Browser 300 Page Dual-Scan Document Feeder High Copy volume Paper capacity 3,200 Sheets Job Skip Feature Limitless Job Reservation Max Original size LD Reproduction ration 25% to 400% Customizable 9 Color Touch Screen
Low Capacity Multifunction Copier Specifications - Black and White (Continuation) External Keyboard Support EPEAT Gold Certification Dual Core Processor Memory 4GB Hard Disk Drive 320GB Self-Encrypting Drive FIPS 140-2 Validated Data Overwrite Standard Automatic Drive Invalidation (ADI) MOPRIA Certified USB Flash Drive Scan/Print Integrated Server-less Multi-Station Printing Scan Facsimile Requires Services MAAC requires managed print services for 46 multifunction copiers across multiple locations. The managed print services must consist of at least the following components: Consumable supplies (toner/staples) Fix/Repair and maintenance services End-user support Management of print devices Support Services Collect meter reads monthly electronically - monthly not quarterly Provide detailed reporting which will include: Volume trends Service call statistics Department breakdown Act as first responder for service calls within 24 hours Perform preventive maintenance Order and manage supplies for operation of MFP fleet Provide Ad Hoc training to MAAC employees Vendor Questionnaire Describe your Company s selection, screening and hiring processes for on-site employees Are you on-site employees bonded? Describe training provided to your Company s employees What methods does your company use to hold on-site employees accountable for performance? Provide a summary of Outsourcing Services your Company offers. Describe what services you provide as part of your MFP Support Services. Proposal Effective Date Vendors should state in writing that all furnished information, including prices, will remain valid for 90 days from the date the proposal is received by MAAC. Confidentiality The information contained herein is confidential and proprietary within the terms of this RFP and all other information provided in connection with this initiative. Receipt of this RFP constitutes agreement not to disclose such information contained in this document. MAAC will treat any information received as confidential or proprietary. Contract The contract period shall begin August, 2017 and continue for (3) years. The contract
period may be extended for one (1) additional year, beginning in 2020. The additional oneyear contract extension period shall be exercised at the sole discretion of MAAC. 1.3 Pricing Inclusive of monthly lease amount 30,000 copies Unit price for overage per copy Lease vs. purchase analysis 1.4 Not-for-Profit and Educational Discounts As MAAC is a not-for-profit entity, any applicable discounts intended for not for profit entities would be of interest to MAAC. Please detail any programs and discounts that may apply. 2.0 INSTRUCTIONS TO THE VENDOR 2.1 Communication/Questions Vendors are expected to raise any questions, or additions they have concerning the RFP document as soon as they become aware of them. Any questions or requests for clarifications must be directed in writing via email to lcamou@maacproject.org. The subject line of the email must be labeled "RFP No. 2017-01-ADMIN Multifunction Copier Lease and Managed Print Services - Question. The only contact allowed with MAAC staff is through lcamou@maacproject.org as stated above. Unauthorized contact with any MAAC employee is cause for rejection of the bid. Any additional information or clarifications that are provided to one bidder will be provided to all bidders in the form of email. Vendors are responsible for watching for any addenda that may be issued. 2.2 Submission of Proposal MAAC reserves the right in its sole discretion to reject any or all proposals in whole or in part, without incurring any cost or liability whatsoever. All proposals will be reviewed for completeness of the submission requirements. If a proposal fails to meet the minimum requirements of the RFP, is incomplete, or if it contains irregularities, the proposal may be rejected by MAAC. Proposals shall be received at the address listed below. Respondent must submit 2 sets. Please clearly mark the set with the original signature as "ORIGINAL" on the cover. Proposals must be submitted in a sealed envelope (or box/container) with the RFP number RFP No. 2017-01 ADMIN Multifunction Copier and Managed Print Services clearly written on the outside of the package along with the Vendor name and address. Please submit to: MAAC - Administration c/o Laura Camou, Procurement Coordinator 1355 Third Avenue Chula Vista, CA 91911 Proposals will be accepted no later than 4:00 p.m. Pacific Standard Time, July 14, 2017. Proposals received after this time will be marked LATE. Proposals shall be deemed accepted when (1) time stamped in the MAAC Purchasing Department, or (2) received in the MAAC Purchasing Department with proof that a common carrier delivered the proposal to 1355 Third Ave. Chula Vista, CA. 91911 and it is signed for by a MAAC employee prior to 4:00 p.m. Pacific Standard Time, on July 14, 2017.
2.3 Schedule of Events The dates set forth below are for informational purposes only. All dates are tentative and subject to change. Schedule of Events Key Dates RFP Available 06/26/2017 Deadline for Questions & Clarifications 06/30/2017 Questions & Answers Posted 07/07/2017 Proposal Due Date & Time 07/14/2017 Proposal Review Period 07/17/2017 to 07/31/2017 Notice of Awards 08/01/2017 Failure to comply with any of the above shall be a reason for rejection of the proposal. 2.4 Evaluation Criteria A MAAC evaluation committee will be established to evaluate proposers' responses to each of the RFP requirements. Proposals should be complete on their face. However, after opening of responses, MAAC reserves the right to waive irregularities in any proposal and/ or, to request clarifying information it deems appropriate from one or more respondents. Proposals will be evaluated based on the following criteria: Criteria Description Points Cost Pricing of proposed services. 60% Qualifications/ Experience in providing requested services to similar Experience entities. Reliability, speed, and coverage of network. 20% Responsiveness Clarity, completeness, and relevance of vendor's response and billing practices 10% References Satisfaction of past customers. 10% 3.0 PROPOSAL CONTENT The evaluation and selection of a vendor will be based on the information submitted in the vendor's response. 3.1 Response Organization SECTION 1: Signed Cover Page The MAAC cover page must be signed by a vendor representative authorized to make contractual obligations and submitted as Section 1 of the response. Please include all contact information. SECTION 2: Vendor Qualifications and References Provide a brief description of the vendor, including history; number of years the vendor has been in business; type of services provided, and legal status of vendor organization, i.e. corporation, partnership, etc. Include documentation to verify proposer's capacity of adequate financial support, assets, and organization to provide the products and services required in this RFP. Describe successful projects or experiences comparable to the services requested in this RFP and in environments comparable or greater in size to MAAC.
4.0 AWARD Vendor References Vendor shall provide at least three client references including the names of the individual(s) you would propose MAAC to contact, together with phone numbers and company names and addresses. MAAC reserves the right to contact or visit any party listed as a reference that has previously used, or is presently using your products or services in a manner similar to those proposed by the vendor. MAAC also reserves the right to use other sources to obtain information about the proposed products and services. Women/Minority Business or Section 3 Enterprise Please indicate whether you are a Veteran, Women, or a Minority owned business or a Section 3 Enterprise. SECTION 3: RFP Response (Excluding Price) Describe how you propose to meet or exceed the scope of service set forth in section 1.2. This section should also describe any information that MAAC must supply and/or any other resources MAAC must supply in order for the vendor to complete the required deliverables. SECTION 4: RFP Response (Price Information) Respondents should clearly state their firm's pricing structure in response to this RFP. All fees, charges, billing rates, etc. should be explained in detail. Each item must identify all available discounts as stated in 1.3. Charges must be tied to deliverables, which must be identified. Payments should not be associated with the passage of time. MAAC does not reimburse for vendor out-of-pocket cost. MAAC does not pay in advance for services. MAAC reserves the right to determine which vendor, in its sole judgment; best meets the District's needs. Notification of award will be accomplished by notifying all parties of the award via email. Thank you for your participation! Sincerely, Laura Camou MAAC - Administration c/o Laura Camou 1355 Third Avenue Chula Vista, CA 91911
Schedule A Location Street City State ZIP Description Capacity Quantity Admin 1355 3rd Avenue Chula Vista CA 91911 Color High 1 Admin - DUIP (File room) 1355 3rd Avenue Chula Vista CA 91911 B/W High 1 Admin - DUIP (Front Desk) 1355 3rd Avenue Chula Vista CA 91911 B/W Low 1 Admin - HR 1355 3rd Avenue Chula Vista CA 91911 B/W Low 1 Admin - Marketing 1365 3rd Avenue Chula Vista CA 91911 Color Low 1 Casa De Milagros 1127 South 38th Street San Diego CA 92113 B/W Low 1 Nosotros 73 North 2nd Avenue Chula Vista CA 91910 B/W Low 1 Charter School 1385 3rd Avenue Chula Vista CA 91911 B/W Low 1 Charter School 1385 3rd Avenue Chula Vista CA 91911 B/W Low 1 Charter School 1385 3rd Avenue Chula Vista CA 91911 Color High 1 Housing - Laurel Tree Apartments 1307 Laurel Tree Lane Carlsbad CA 92009 B/W Low 1 Housing - Mercado Apartments 2001 Newton Avenue San Diego CA 92113 B/W Low 1 Housing - PJAM Apartments 5410 Bayview Heights Place San Diego CA 92105 B/W Low 1 Housing - San Martin De Porres Ap9119 Jamacha Road Spring Valley CA 91977 B/W Low 1 Housing - Seniors On Broadway 845 Broadway Chula Vista CA 91911 B/W Low 1 Housing - Villa Lakeshore Apartme 12606 Lakeshore Drive Lakeside CA 92040 B/W Low 1 Admin 165 Los Vallecitos De Oro San Marcos CA 92069 Color High 1 Admin - Copy Room 800 West Los Vallecitos Ste. J San Marcos CA 92069 B/W High 2 Admin - ERSEA Dept. 800 West Los Vallecitos Ste. J San Marcos CA 92069 B/W High 1 Admin - FCCP 165 Los Vallecitos De Oro San Marcos CA 92069 B/W High 1 Admin - HR 800 West Los Vallecitos Ste. J San Marcos CA 92069 Color High 1 Admin - Operations 800 West Los Vallecitos Ste. J San Marcos CA 92070 B/W High 1 Admin - Program Support 800 West Los Vallecitos Ste. J San Marcos CA 92069 B/W High 1 Del Dios Center 835 W. 15th Street Escondido CA 92025 B/W Low 2 Eureka Center 3368 Eureka Place Carlsbad CA 92208 B/W Low 1 Fallbrook Street Center 405 West Fallbrook Street Fallbrook CA 92028 B/W Low 1 Fallbrook View Center 901 Alturas #A Fallbrook CA 92028 B/W Low 1 Foothill Center 1410 Foothill Road Vista CA 92083 B/W Low 1 Gosnell Center 139 Gosnell Way San Marcos CA 92069 B/W Low 1 Hickory Street Center 635 N. Hickory Street Escondido CA 92025 B/W Low 1 Island Club Center 2322 Catalina Circle Oceanside CA 92057 B/W Low 1 Laurel Tree Center 1307 Laurel Tree Lane Carlsbad CA 92009 B/W Low 1 Linda Vista Center 1587 Linda Vista Drive San Marcos CA 92069 B/W Low 1 Los Ninos Center 221 W. 7th Avenue Escondido CA 92026 B/W Low 2 North Coast Center 1501 Kelly Street Oceanside CA 92054 B/W Low 1 Old Grove Center 235 Via Pelicano Oceanside CA 92057 B/W Low 1 Olive Center 739 Olive Avenue Vista CA 92083 B/W Low 2 Pauma Center 33158A Cole Grade Road Pauma Valley CA 92061 B/W Low 1 Rincon Center 33509 Valley Center Road Valley Center CA 92082 B/W Low 1 Westlake Center 414 Autum Drive San Marcos CA 92069 B/W Low 1 Weatherization 1703 Hoover Avenue #B National City CA 91950 B/W Low 2