County of Inyo Information Services 168 N. Edwards St. Independence, California 93526 Request for Proposal Countywide Photocopy Machine Upgrade and Management September 2008
Introduction... 3 The County of Inyo is a governmental organization... 3 Services must be provided over a large area without benefit of abundant revenue... 3 Inyo County needs a cost effective, service efficient photocopy machine management plan... 3 Proposal Considerations... 4 RFP... 4 Vendor Managed Systems... 4 County Chooses Not to Own... 4 Disposition of Existing Equipment... 4 Critical Issues... 5 Functionality... 5 Test Demonstration... 7 Proposal Content and Instructions... 7 Management Summary... 7 Vendor Profile... 7 References... 7 Detailed Equipment Specifications... 7 Cost and Billing Narrative... 7 Prime Contractor Responsibility... 8 Basis of Selection... 8 Schedule... 9 Proposals Use... 9 Additional Information... 9 Project Contact... 10 Photocopy RFP Page 2 of 10 9/5/2008 2:43 PM
Introduction The County of Inyo is a governmental organization Inyo County, California was organized in 1866 from land that been set aside from Mono and Tulare Counties. The County was originally proposed to be named Coso County, with the town of Independence designated as the County seat. The County is located in the central-eastern part of the state. Presently, Inyo County is geographically the second largest county in California, comprised of more than 10,142 square miles. The governmental agency was organized, in part, to provide safety and services to its population. According to census information, the population of Inyo County in 2000 was 17,945 and showed a decrease of 1.8% over the 1990 census. The census also reports a median household income of $35,006 or 27% below that of the California median and a median value of owner-occupied homes of $161,300 or 24% below that of the California median. Services must be provided over a large area without benefit of abundant revenue One can surmise from this data that Inyo County has a population density of less than 2 persons per square mile. Services must be provided over a large geographical area (although most services are concentrated in the Owen s Valley in the communities of Bishop, Independence and Lone Pine all located adjacent to highway 395). Monies available to provide these services are limited based on the relatively low population, low income and low property values of the area. Inyo County needs a cost effective, service efficient photocopy machine management plan Inyo County, as a governmental organization, produces and process large amounts of information. Information flow and documentation is commonly paper-based rather than electronic. As a result, the County relies heavily on 39 photocopy machines throughout the organization in its daily course of business (of the 39 machines identified, two are located outside the Owen s Valley in the southeastern corner of the County in the community of Tecopa). Photocopy RFP Page 3 of 10 9/5/2008 2:43 PM
Proposal Considerations RFP The purpose of this Request for Proposal (RFP) is to provide a vehicle for evaluating offerings in support of a countywide photocopy machine upgrade and maintenance plan with the intent of selecting a single vendor. If you think an important consideration has been left out or believe additional information would be helpful, please feel free to provide this information. Vendors wishing to respond to this Request for Proposal are invited to provide their response in writing. Inyo County follows the intent of the California Records Act (PRA). If a respondent s Proposal contains material noted or marked as confidential and/or proprietary that, in Inyo County s sole opinion, meets the disclosure exemption requirements of the PRA, then that information will not be disclosed pursuant to a request for public documents. If Inyo County does not consider such material to be exempt from disclosure under the PRA, the material will be made available to the public, regardless of the notation or markings. If a respondent is unsure if its confidential and/or proprietary material meets the disclosure exemption requirements of the PRA, then it should not include such information in its proposal The goal is to replace all County operated photocopy machines with new, appropriately featured, same-vendor equipment. Vendor Managed Systems Inyo County is interested only in proposals where all equipment, maintenance, service, parts and supplies (including toner, but excluding other consumables such as paper and staples) are provided by the vendor and as part of the proposed cost. County Chooses Not to Own Proposals should consider that Inyo County does not wish to gain ownership of the recommended equipment and instead wants a cost plan based primarily on usage. Cost plans based strictly on term will be accepted but are not preferred. Disposition of Existing Equipment The County currently leases the photocopy equipment presently in use. The present lease provides reclamation of the equipment by the lessor at lease term. If a successful bidder is not engaged prior to lease expiration, the County will acquire the existing equipment and it is assumed that the ultimately successful bidder will then marshal (take ownership, collect and remove from County premises) the existing equipment concurrent with the deployment of the new equipment. Photocopy RFP Page 4 of 10 9/5/2008 2:43 PM
Critical Issues The items listed below represent critical issues that will impact the success of the project. The vendor should make certain that their proposal addresses each of these issues. 1. Comprehensive Vendor Services: The vendor must specify its ability to provide the range of services outlined in this Request for Proposal. 2. Operations: The bidder must substantiate that the bidder is primarily responsible for all aspects of the account including billing, technical, contractual and other account issues and is authorized to directly resolve any account issues that may arise. 3. Proven Capabilities: The vendor must demonstrate that other significant government or non-government entities are currently using the proposed equipment. Further, the vendor must show how the proposed equipment will be enhanced to incorporate new technologies in the future. 4. Supportability: The successful bidder must demonstrate its ability to provide consistently high quality services and support to all locations in the entirety of Inyo County. 5. Implementation Management: The vendor will be judged on its proven ability to manage implementations of similar size and complexity. The vendor must supply Inyo County with information on how it intends to approach implementing the proposed equipment. 6. Features: The vendor must address and, at minimum, meet the general and specific requirements as defined in the Request for Proposal. 7. System Reliability: Reliable and robust equipment is of critical importance to Inyo County. 8. Timing: Inyo County is interested in working with a vendor able to begin implementation activity immediately following successful contract negotiations. The vendor must provide staff resource scheduling to demonstrate its ability to meet the objective. 9. Cost: The vendor must provide the recommended equipment, maintenance, service, parts and supplies at a cost that is economically sensible and feasible to the County. Functionality Each County office requesting photocopy capability may have different feature requirements than all others. The physical address and functionality requested for each machine is detailed below. The detail provided additionally includes the identity of the machine presently in place and the estimated monthly copy count. Note that two of the machines listed will not be replaced and that two additional machines are requested (the information is listed to provide a complete view of the present and anticipated usage). Photocopy RFP Page 5 of 10 9/5/2008 2:43 PM
Description Where Street City Ave Mnthly Copies Desired Options CC/WC35 COPI Admin Svcs/Bishop 163 May St Bishop 5025 SF,2S,LE,SRTR,C CC45/55 Admin/Indp 224 N Edwards St Independence 19720 SF,2S,LE,SRTR CC45/55 Annex 2nd Flr Hall 168 N Edwards St Independence 13613 SF,2S,LE,SRTR DC425 COPIER Assessor 168 N Edwards St Independence 5093 SF,2S,LE,SRTR DC425 COPIER Auditor 168 N Edwards St Independence 3510 SF,2S,LE,SRTR CC/WC35 COPI Behavioral Health Bishop 162 Grove St Bishop 12228 SF,2S,LE,SRTR ADD Bishop Airport 703 Airport Rd Bishop 100 DC425 COPIER Career Center 914 N Main St Bishop 9339 SF,2S,LE,SRTR CC/WC35 COPI Child Support Services/Bishop 230 W. Line St Bishop 3219 SF,2S,LE,SRTR CC/WCP32 OR Copier Rm. Annex 168 N Edwards St Independence 1659 SF,2S,LE,SRTR,C CC45/55 County Services/Bishop 207 W South St Bishop 17330 SF,2S,LE,SRTR CC45/55 Courthouse 168 N Edwards St Independence 7174 SF,2S,LE,SRTR DC425 COPIER DA/Bishop 301 W Line St Bishop 1231 Delete DC425 COPIER DA/Bishop Welfare & Fraud 301 W Line St Bishop 6315 SF,2S,LE,SRTR DC425 COPIER DA/Indp 168 N Edwards St Independence 8829 SF,2S,LE,SRTR DC425 COPIER Enviromental Hlth/Indp 168 N Edwards St Independence 976 SF,2S,LE,SRTR DC425 COPIER Health Dept./Bishop 207 A W South St Bishop 6284 SF,2S,LE,SRTR DC425 COPIER Health Tobacco 163 May St Bishop 10335 SF,2S,LE,SRTR DC425 COPIER HHS Lone Pine Office 380 N Mt Whitney Lone Pine 4249 SF,2S,LE,SRTR CC/WC35 COPI HHS/Grove St. 162 Grove St Bishop 7207 SF,2S,LE,SRTR CC/WC35 COPI HHS/Independence 155 E market St Independence 8587 SF,2S,LE,SRTR WC15 HHS/Tecopa Hot Springs Rd Tecopa 104 CC/WC35 COPI IMAAA/Bishop 187 W Line St Bishop 3122 SF,2S,LE,SRTR CC45/55 Indy Probation 168 N Edwards St Independence 3420 SF,2S,LE,SRTR CC/WC35 COPI Jail/Independence 550 S Clay St Bishop 4746 SF,2S,LE,SRTR DC425 Juvenile Inst. 201 Mazourka Independence 2173 SF,2S,LE,SRTR DC425 COPIER Library - Big Pine 110 N Main St Big Pine 75 DC425 COPIER Library - Lone Pine S Washington St Lone Pine 604 DC425 COPIER Motor Pool/Ind 136 S Jackson St Independence 93 DC425 COPIER Museum-Ind 155 N Grant Independence 1396 SF,2S,LE,SRTR WC15 Parks & Rec Tecopa/Shoshone Tecopa 313 ADD Planning 168 N. Edwards Independence 10000 SF,2S,LE,SRTR CC/WC35 COPI Probation/Bishop 914 N Main St Bishop 7303 SF,2S,LE,SRTR CC/WC35 COPI Probation/Bishop 914 N Main St Bishop 3429 SF,2S,LE,SRTR CC/WC35 COPI Road Dept. Ind. 168 N Edwards St Independence 7673 SF,2S,LE,SRTR DC425 COPIER Sheriff/Bishop 301 W Line St Bishop 3644 SF,2S,LE,SRTR CC/WC35 COPI Sheriff/Independence 550 S Clay St Independence 5329 SF,2S,LE,SRTR DC425 COPIER Sheriff/Lone Pine 726 N Main St Lone Pine 1668 SF,2S,LE,SRTR CC/WCP32 OR Transit/Bishop 703 Airport Rd Bishop 5585 Delete CC45/55 Water Dept. /Bishop 135 S Jackson Independence 10438 SF,2S,LE,SRTR WC15 WIC Building 162 Grove St Bishop 511 All machines should include document feeder and coded usage accounting function All machines should be network ready SF=Stapler/Finisher, LE=Ledger Sized Paper, 2S=Double Sided Copies, SRTR=Sorter, C=Color Photocopy RFP Page 6 of 10 9/5/2008 2:43 PM
Test Demonstration Demonstrations may be requested of any proposed solution as a means of confirming the vendor s claims regarding the capabilities of the proposed solution. Proposal Content and Instructions Please make certain that your proposal is structured as outlined below and contains the following information: Management Summary The management summary should be written for a non-technical reader and contain a brief description of each component and how it works. Note which products are your own and which are partner products. The management summary may be included as a cover letter. Vendor Profile For the principle and each partner vendor relative to the proposal, include a separate vendor profile including: Office location nearest Independence, California; Number of years in business; Number of installations similar to that proposed; Staff structure detailing number of resources; Explain any pending litigation; Describe ownership structure. References Please provide list of user references relevant to the proposed solution. Detailed Equipment Specifications Please provide detailed specifications for each photocopy machine proposed. The specifications should clearly convey how the proposed machine meets the functionality requirements described in the Proposal Considerations section. Cost and Billing Narrative Provide a narrative explaining the proposed cost. The narrative should contain a detailed explanation of the billing cycle and process. Photocopy RFP Page 7 of 10 9/5/2008 2:43 PM
Prime Contractor Responsibility Any vendor s proposal that includes equipment and/or supplies and/or software marketed and/or supported by other companies or individuals should contain a statement that the vendor intends to act as prime contractor for the delivery and maintenance of all equipment and/or supplies and/or software. Basis of Selection No commitment will be made to select a vendor s solution solely on the basis of price. Inyo County will not award a contract solely on the basis of this request and will in no manner pay for the information solicited or obtained. A review committee comprised of County staff will evaluate all submitted proposals. The information provided in the proposal will be the basis for the evaluation. In evaluating each proposal, each member of the review committee will assign a score, up to maximum points for each of the following criteria: a. Proposal Quality (10 points) Has the respondent clearly and completely addressed all the topics mentioned in the Proposal Considerations section? Has the respondent provided all the information requested in the Proposal Considerations section? Has the respondent complied with the Proposal Instructions? b. Comprehensive Vendor Services (5 points): The vendor must specify its ability to provide the range of services outlined in this Request for Proposal. c. Operations (15 points): The bidder must substantiate that the bidder is primarily responsible for all aspects of the account including billing, technical, contractual and other account issues and is authorized to directly resolve any account issues that may arise. d. Proven Capabilities (5 points): The vendor must demonstrate that other significant government or non-government entities are currently using the proposed equipment. Further, the vendor must show how the proposed equipment will be enhanced to incorporate new technologies in the future. e. Supportability (15 points): The successful bidder must demonstrate its ability to provide consistently high quality services and support to all locations in the entirety of Inyo County. f. Implementation Management (5 points): The vendor will be judged on its proven ability to manage implementations of similar size and complexity. The vendor must supply Inyo County with information on how it intends to approach implementing the proposed equipment. g. Features (5 points): The vendor must address and, at minimum, meet the general and specific requirements as defined in the Request for Proposal. Photocopy RFP Page 8 of 10 9/5/2008 2:43 PM
h. System Reliability (5 points): Reliable and robust equipment is of critical importance to Inyo County. i. Timing (5 points): Inyo County is interested in working with a vendor able to begin implementation activity immediately following successful contract negotiations. The vendor must provide staff resource scheduling to demonstrate its ability to meet the objective. j. Cost (30 points): The vendor must provide the recommended equipment, maintenance, service, parts and supplies at a cost that is economically sensible and feasible to the County. The County of Inyo will commence contract negotiations with the respondent receiving the highest total ranking by the review committee. In the event of a highest score tie, the County will negotiate with all respondents in the tie and will recommend that the Board of Supervisors award the contract to the respondent with whom the negotiated contract is most advantageous to the County. If the County and the chosen respondent fail to consummate an agreement, negotiations will begin with the next highest scoring respondent. Such process shall continue until the County reaches an agreement or chooses to reject all proposals (in which case the RFP may be reissued). The execution of the contact by the Chairperson of the Inyo County Board of Supervisors will constitute notice to the contractor to proceed with the work. The term of the contract shall not exceed 5 years. Schedule Proposals will be received and evaluated according to the following schedule of estimated target dates: Notice of Intent to Propose September 15 th, 2008 Proposals Due October 13 th, 2008 Selection of Finalist November 2008 Proposals Use The vendor s response to this RFP acknowledges that the rights have been reserved to include any part or parts of the selected vendor s proposal in the final contract. Additional Information If the vendor requires additional information to complete the proposal, the vendor is cautioned that the opportunity to obtain additional information should be limited to technical and/or procedural questions and should not be viewed as a sales presentation opportunity. Photocopy RFP Page 9 of 10 9/5/2008 2:43 PM
Project Contact All inquiries, notifications, submissions should be directed to; Brandon Shults Information Services Manager County of Inyo Information Services P.O. Box 477 168 North Edwards Street Independence, California 93526 Phone: 760-878-0314 Cell: 760-937-1032 Fax: 760-872-2712 Email: bshults@inyocounty.us To be considered two (2) copies of the Proposal must be delivered to the above address by close of business on October 13 th, 2008. Postmarks, faxes and electronic copies are not acceptable. Photocopy RFP Page 10 of 10 9/5/2008 2:43 PM