Brooklyn Center ISD No. 286 REQUEST FOR PROPOSAL For Copier Leasing and Managed Print Services Proposals must be received no later than 4:00 p.m. (CDT) Friday, April 10, 2015 Brooklyn Center ISD No. 286 Business Office 6500 Humboldt Ave N Brooklyn Center, MN 55430 (763) 450 3386
TABLE OF CONTENTS 1.0 INTRODUCTION 3 1.1 Background Information 3 2.0 GENERAL REQUIREMENTS 4 2.1 Equipment 4 2.2 Service 4 2.3 Reporting 4 2.4 Lease Agreement 5 2.5 Installation 5 2.6 Monthly Print Quantities 5 3.0 RFP SCHEDULE AND PROPOSAL SUBMITTAL 6 3.1 Timeline 6 3.2 Proposal Acknowledgement 6 3.3 Written Questions and Walkthroughs 6 3.4 Proposal Submittal 6 3.5 Right to Modify or Cancel 7 3.6 Vendor Responsibility for Proposal Costs 7 3.7 Proposal Acceptance or Rejection 7 3.8 Contract Award 7 3.9 Period of Performance 7 4.0 VENDOR REQUIRED INFORMATION 8 4.1 Proposal Format 8 4.2 Equipment 8 4.3 Service 8 4.4 Training 9 5.0 PROPOSAL QUALIFICATIONS AND EVALUATION CRITERIA 10 5.1 Qualification Requirements 10 1
5.2 Proposal Evaluation Criteria 10 5.3 Selection 10 ATTACHMENTS Attachment A: Request for Proposals Acknowledgement Form 11 Attachment B: Additional Provisions 12 Attachment C: Proposal Summary 14 Attachment D: Equipment Worksheet 15 2
1.0 INTRODUCTION Through this Request for Proposal (RFP), Brooklyn Center ISD No. 286 (the District) is seeking proposals from qualified vendors to provide cost effective and quality copier and printer leasing for the school district. The successful vendor shall be relied upon to supply, maintain and repair copier and printer equipment for the school district. Proposals in response to this RFP must be received by Brooklyn Center School District no later than 4:00 p.m. (CDT) on Friday, April 10, 2015. Proposals received after this time will not be considered. Brooklyn Center School District is committed to equal opportunity in its procurement and contracting process. 1.1 Background Information Brooklyn Center Independent School District No. 286 provides quality educational services to a diverse community in educational programs pre K to 12th grade with an approximate total student enrollment of 2,380. Earle Brown Elementary School serves over 1,000 students in grades Kindergarten to fifth grade. Preschool aged children receive services through Early Childhood Family Education. The Brooklyn Center High School serves over 900 sixth through twelfth graders through an eight period day plan. The Brooklyn Center Academy serves approximately 50 students in grades 9 12. The District currently has 5 main, printer/copier contracts, from two different vendors. The district has conducted a usage and inventory study. The table in Attachment D provides information on equipment parameters and contract start dates (current contract end dates). 3
2.0 GENERAL REQUIREMENTS The following is an outline of the requirements for a copier and printer leasing vendor to meet the needs of Brooklyn Center School District. 2.1 Equipment All equipment must be new, meet the specific requirements listed in Attachment D, and the general requirements outlined below: Scanning: Networking: 2.2 Service Scan to email, Google Drive, FTP and SMB Job build functionality allowing multiple scanning from automatic document feeder before job submission Multiple file formats including JPEG, multi page TIFF and PDF Scan in color (even on requested B&W MFPs) Scan feeder auto senses paper size: letter, legal, and ledger Scanner auto sizes trimming scanned area to actual page size TCP/IP protocol Web based user interface for device configuration LPD on port 515 Printing on raw port 9100 Timely service response and fast turnaround for necessary maintenance and repair is expected. The selected vendor is expected to have dedicated customer service representatives available to handle service requests by phone, email and fax. Time out of service must be kept at a minimum. All maintenance, with associated supplies and service, is inclusive in the lease agreement. Additionally, all parts and consumables are inclusive in the lease agreement. Availability of parts is expected with commonly required parts maintained in stock, such as drums and toner. All parts must be from the original manufacturer. Under no condition shall the District be responsible for any service or maintenance charges above those built into the vendor s cost per page/lease terms. 2.3 Reporting The selected vendor shall be responsible for providing Brooklyn Center School District with a monthly and annual report (or reporting service/application) that includes the following details for each machine in service: Make and Model 4
User/Department Counts and Costs Date machine put in service Location of machine Number of copies by month Number of scanned pages by month Percentage of time in operation Number and dates of service calls Response time and duration for each service call Date and time duration of any incidents of time out of service Any machine replacements Itemization of any charges in excess of the agreed upon lease agreement These Monthly reports shall be received on or before the 15th day of the month immediately following the reporting month. The annual report shall be received on or before July 15. 2.4 Lease Agreement All lease agreements are to be held in house with a guarantee not to be sold to a third party. Lease agreements will not include charges for underuse of machines. Lease agreements will not include the following fees: removal fees, insurance coverage fees, property tax fees, toner shipping fees or lease administration fees. Lease agreements must be locked in and will not include any possibility of rate increases. Lease payments will be reconciled monthly. 2.5 Installation All equipment is to be installed and configured by the awarded vendor. All equipment must be installed and configured by start of business on May 1, 2015. The Technology Department will provide the awarded vendor with a listing of locations and IP address information for the purposes of configuration. 2.6 Monthly Print Quantities For MFPs/Copiers, the District will accept separate proposals for each class of equipment (see Attachment D ). Monthly quantities shall be reconciled quarterly, and will be divided up according to the account codes supplied by the District. For Managed Print Services (printers), the District will only accept proposals that are based off of total prints, and no minimums. Monthly quantities shall be reconciled quarterly, and will be divided up according to the account codes supplied by the District. Costs per page must be locked in and will not include any possibility of rate increases for the entirety of the contract. Formulas and/or cpp calculations must be fully disclosed. 5
3.0 RFP SCHEDULE AND PROPOSAL SUBMITTAL 3.1 Timeline The following chart shows the schedule of key events in this RFP process. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the sections that follow: Phase I Phase II Phase III Phase IV 3/13/15 3/27/15 3/27/15 4/10/15 4/10/15 4/17/15 5/1/15 10/30/15 Proposal Acknowledgement and Written Questions and Walkthroughs Proposal Submittal, Right to Modify or Cancel, and Vendor Responsibility for Proposal Costs Proposal Acceptance and Rejection, Contract Award Period of Performance 3.2 Proposal Acknowledgement All vendors intending to respond to this RFP are asked to provide an acknowledgement via email to sbratsch@brookcntr.k12.mn.us by Friday, March 27, 2015 at 5pm. Although this acknowledgement is not mandatory, receipt of this form will ensure that the vendor is provided answers to all question submittals is updated on progress or any changes to this RFP process. The proposal acknowledgement form is included in this RFP as Attachment A. 3.3 Written Questions and Walkthroughs Vendors may submit questions in writing to sbratsch@brookcntr.k12.mn.us by Friday, March 20, 2015 at 5pm. Answers to questions will be provided by 5pm on Friday March 27, 2015 via email to all vendors from whom a proposal acknowledgement has been received. Vendors are warned that no other individuals are to be contacted in this regard. No other source of responses will be considered valid. Vendor walkthroughs may be arranged by contacting the issuing contact. A walk through is not required by the District, but offered at the discretion of vendors. Walkthroughs must be scheduled and completed by the end of Phase 1, any requests for walkthroughs after Phase 1 will not be allowed. 3.4 Proposal Submittal For consideration, vendors must submit a comprehensive response to the RFP that meets the minimum requirements included in this RFP and the corresponding attachments. All vendors are required to respond to this RFP as outlined in Section 3.0, in order to evaluate all proposals on an 6
equal and timely basis. Any supporting information shall be clearly identified and included in a section titled, Documentation. No proposals received after 4:00 p.m. on Friday, April 10, 2015 will be accepted. All responses received after the deadline will be returned unopened. 3.5 Right to Modify or Cancel Brooklyn Center School District reserves the right to cancel this procurement or reject any and all proposals. Brooklyn Center School District also reserves the right to modify the proposal process and timelines as it deems necessary. 3.6 Vendor Responsibility for Proposal Costs The vendor shall be fully responsible for all proposal development and submission costs. Brooklyn Center School District assumes no contractual or financial obligation as a result of the issuance of this RFP, the preparation and submission of a proposal by a vendor, the evaluation of any accepted proposal or the selection of finalists. 3.7 Proposal Acceptance and Rejection Brooklyn Center School District reserves the right to reject any or all proposals, to reject or accept any or all the items in a proposal, and to award the contract in whole or in part as deemed to be in the best interest of the school district. Brooklyn Center School District reserves the right to negotiate with any vendor if such action is deemed to be in the best interest of the school district. 3.8 Contract Award Final selection of the successful vendor is targeted for April 17, 2015, with negotiation to commence immediately thereafter for the development of a contract. This target date is subject to revision. 3.9 Period of Performance The period of performance for the MFP and Production Copier Contracts shall be May 1, 2015 to June 30, 2016. Brooklyn Center School District may extend the agreement for up to two (2) years based on the performance, need, and funding availability. The period of performance for the Managed Print Service shall be October 1, 2015 to October 30, 2016. Brooklyn Center School District may extend the agreement for up to two (2) years based on the performance, need and funding availability. 7
4.0 VENDOR REQUIRED INFORMATION 4.1 Proposal Format Proposal Summary The attached proposal summary (Attachment C) must be completely filled out, and placed on the top of your proposal. Cover Letter The proposal must include an introductory letter attesting to the accuracy of the proposal, signed by an individual authorized to execute binding legal documents on behalf of the vendor. The letter should present the vendor s understanding of the equipment and services requested in the RFP, a summary of the approach to be taken in performing the services, highlights of the vendor s expertise and history. Company Description, including the following: o Brief Company History o List the address and telephone number of every office that will be serving this account. o List the name and address of any subcontractors that will be utilized on this account, state which services they will provide and whether they are certified as a MBE or WBE. References The proposal must include a minimum of three school district accounts that are of a similar size and scope to Brooklyn Center School District. The list must include each reference s name, address, contact person, length of the relationship and a description of the services provided. Subcontractors If subcontractors will be used to administer the lease, installation of copiers, ongoing supply or maintenance, identify the name and address of the subcontractor, as well as the services they will provide. 4.2 Equipment Each proposal must include complete description, specifications and pricing for each multi function copier and printer available for leasing. Base pricing and accessory costs must be broken out individually for each class of equipment. Additionally, an indication of available length of lease and pricing/equipment grade options and terms should be provided. 4.3 Service The vendor must identify their guaranteed response times for service calls related to issues with equipment provided through the managed print solution. The vendor must include total response time for services including windshield time and also detail the vendor s practices when equipment failures require replacement parts or equipment. Specifically, answer these questions regarding service: What steps will be taken by vendor before a technician is dispatched to the District? 8
What is the maximum amount of time that telephone support, or remote support will be used in troubleshooting an issue before vendor dispatches a support technician? What is the maximum time before a service technician will be at the District location after a support ticket is opened? If the equipment is not immediately repairable by a vendor technician, what is the maximum time that the District will have to wait for replacement parts or loaner/replacement equipment to be put in place? Detail the levels of responsibility for supporting equipment that will be the responsibility of the District and the responsibility of the vendor. Detail the responsibilities for maintaining equipment drivers for use by computers and other District owned technologies and Print Usage Monitoring Software Solution. The vendor will incorporate the following parameters: The District Technology Department will provide network support for the equipment, basic driver installation, and basic troubleshooting for staff to ensure printing/copying capability. Advanced features and how to questions will be directed towards the vendor s support center. The District Operations Department will maintain/install required electrical circuits for equipment. The vendor will provide any power filtering/cleaning equipment recommended/required for the equipment. 4.4 Training Explain how much training will be included and how often training will be made available. Differentiate between onsite and remote or archived, web training options. All end user training must be onsite during staff in service days in early May for copying and/or secure printing procedures, and late August or early September for Managed Print Services procedures (requesting printer supplies, service, help, etc.). 9
5.0 PROPOSAL QUALIFICATIONS AND EVALUATION CRITERIA 5.1 Qualification Requirements Any qualified company, firm or corporation that can provide services in accordance with the specifications of the RFP is qualified to submit a proposal. 5.2 Proposal Evaluation Criteria Brooklyn Center School District will initially review all proposals for completeness and compliance with the terms and conditions of the RFP. Proposals inconsistent with the RFP requirements will be eliminated from further consideration. Proposals that are complete and compliant will be evaluated on the following considerations: Competitive Pricing and Product Quality 50% Vendor Qualifications and References 25% Customer Service and Availability 25% 5.3 Selection A successful vendor will be the one best able to meet the needs of Brooklyn Center School District, based on the evaluation criteria. The determination of the successful vendor will be based on the information supplied by the vendor in response to the RFP. Brooklyn Center School District will utilize the selected vendor as the sole source for copier and printing leasing requirements. 10
ATTACHMENT A: Request for Proposals Acknowledgement Form This form is to acknowledge that the vendor hereby identified plans to submit a proposal in response to Brooklyn Center School District s Request for Proposal for Copier and Printer Leasing Services. Although not mandatory, receipt of this form will ensure that the vendor is provided answers to submitted questions by all vendors and is updated on the progress of this RFP process. This acknowledgement must be received by March 27, 2015 at 5pm. This form can be submitted by mail, email or hand delivered to the following: Brooklyn Center School District Attn: Sara Bratsch 6500 Humboldt Ave N Brooklyn Center, MN 55430 Email: sbratsch@brookcntr.k12.mn.us Vendor Name: Contact/Sales Rep: Phone: Email: Stree Address: City, State, Zip: 11
ATTACHMENT B: Additional Provisions ASSIGNMENT Neither the resultant contract nor any of the requirements, rights, or privileges demanded by it may be sold, assigned, sublet, contracted, or transferred by the Contractor without the express written consent of Brooklyn Center School District. The granting or withholding of such consent shall be at the District s sole discretion. CANCELLATION Brooklyn Center School District reserves the right to cancel award of the contract any time before execution of the contract by both parties if cancellation is deemed to be in Brooklyn Center School District's best interest. In no event shall Brooklyn Center School District have any liability for the cancellation of award. The respondent assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal. CLARIFICATION OF RESPONSES Brooklyn Center School District reserves the right to obtain clarification of any point in a firm's proposal or to obtain additional information necessary for properly evaluating a particular proposal. Failure of a respondent to respond to such a request for additional information or clarification could result in rejection of that firm's response or responses. COLLUSION A respondent submitting a Proposal hereby certifies that no officer, agent, or employee of Brooklyn Center School District has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other Respondent; the Respondent is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm. COST OF PREPARATION OF RESPONSE Costs incurred by any respondent in the preparation of their response to this Request for Proposal is the responsibility of the respondent and will not be reimbursed by the District. DISPUTES In case of any doubt or differences of opinions as to the items or service to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of Brooklyn Center School District shall be final and binding upon all parties. LOBBYING Commencing with the issuance of this RFP, Contractors or others acting on their behalf are cautioned not to undertake any activities or actions to promote their proposals. Respondent or others acting on their behalf shall not make direct or indirect (through others) contact with 12
members of the Brooklyn Center School District Board of Education, District staff, or others to promote their proposals. Violation of this requirement may, in the District's discretion, be grounds for disqualifying the respondent from further consideration. NON APPROPRIATION Notwithstanding any provision of this Request for Proposals or resultant contract to the District: In the event insufficient funds are appropriated for the project or the District has no other lawfully available funds, then the District may terminate any resultant agreements and contracts at the end of its then current fiscal year, with no further liability or penalty. the District shall deliver written notice to the contractor of such termination no later than thirty (30) days from the determination by the District of the event of non appropriation. PROPOSAL NOT A CONTRACT Neither this request for proposals nor responses to it constitute a contract between the District and the respondent. Brooklyn Center School District reserves the right to negotiate specific contract terms with the selected contractor, however should such negotiation fail to arrive at a mutually agreeable contract, the selected contractor shall abide by the terms and conditions generally specified in this request for proposals. REJECTION OF PROPOSALS Brooklyn Center School District reserves the right to reject any or all responses to this Request for Proposal. No proposals will be considered that fail to contain the required information. There will be no changes to the content of this request for proposals except by written notification to the vendors who respond in accordance with the criteria herein. 13
ATTACHMENT C: Proposal Summary Vendor Name: Contact/Sales Rep: Phone: Email: Stree Address: City, State, Zip: Proposal Details Managed Print Services Cost Per Page B/W and Color: Totals Per Class (Monthly Lease + appropriately included pages/minimums) Color MFPs (no included pages/minimums): + 0 = B/W MFPs (plus included pages/minimums): + = B/W Production Copiers (plus included pages/minimums): + = Cost Per Page (per device class) Color MFPs (cpp B/W and Color): B/W MFPs (cpp for overages): B/W Production Copiers (cpp for overages): 14
ATTACHMENT D: Equipment Worksheet Color MFP The minimum requirements for this class of equipment are broken up below. The classes are then assigned with quantities to each of the District s buildings in the Equipment Locations and Quantities section. Equipment proposed must meet or exceed these guidelines: Secure printing or ability to connect to a print/copy management system 55 ppm B/W, 50 ppm Color Stapling capabilities Faxing with no PBX compatibility concerns Address book for frequently used scanning and faxing locations Scanning: 100 ipm (b/w and color) simplex, 50 ipm (b/w and color) duplexing Collating capabilities Capacity: 3 Trays/Cassettes (500 sheet minimum each tray) Auto duplexing capabilities under 1 min. warm up time, from On state Equipment must be able to print on the following paper sizes (and accommodate in the previously mentioned trays/cassettes): o Letter (8.5 x 11) o Legal (8.5 x 14) o Ledger (17 x 11) B/W MFP The minimum requirements for this class of equipment are broken up below. The classes are then assigned with quantities to each of the District s buildings in the Equipment Locations and Quantities section. Equipment proposed must meet or exceed these guidelines: Secure printing or ability to connect to a print/copy management system 40 ppm B/W Faxing with no PBX compatibility concerns Address book for frequently used scanning and faxing locations Scanning: 50 ipm (b/w and color) simplex, 25 ipm (b/w and color) duplexing Collating capabilities Capacity: 3 Trays/Cassettes (500 sheet minimum each tray) Auto duplexing capabilities under 1 min. warm up time, from On state Equipment must be able to print on the following paper sizes (and accommodate in the previously mentioned trays/cassettes): o Letter (8.5 x 11) o Legal (8.5 x 14) 15
B/W Production Copier The minimum requirements for this class of equipment are broken up below. The classes are then assigned with quantities to each of the District s buildings in the Equipment Locations and Quantities section. Equipment proposed must meet or exceed these guidelines: Secure printing or ability to connect to a print/copy management system 95 ppm B/W Stapling capabilities Address book for frequently used scanning and faxing locations Scanning: 100 ipm (b/w and color) simplex, 50 ipm (b/w and color) duplexing Collating capabilities Capacity: 2 1500 Sheet drawers and 2 500 Sheet cassettes Auto duplexing capabilities under 1 min. warm up time, from On state Equipment must be able to print on the following paper sizes (and accommodate in the previously mentioned drawers/cassettes): o Letter (8.5 x 11) o Legal (8.5 x 14) o Ledger (17 x 11) CLASS QTY LOCATIONS REQUESTED MONTHLY MINIMUMS EARLIEST CONTRACT START DATE COLOR MFP 3 BCS District Office, EBE Back Office, EBE Media Center B/W MFP 2 BCS Guidance Office, BCS MARSS Office 0 Immediately 18,000 Immediately B/W Production Copier 2 BCS Copy Room, EBE Copy Room 150,000 6/15/15 *HP Color Printers 8 Various rooms @ BCS and EBE 0 10/1/15 *HP B/W Printers 40 Various rooms @ BCS and EBE 0 10/1/15 **B/W Production Copier 1 EBE Copy Room 0 9/6/16 **Color MFP 2 BCS Main Office, BCA Main Office 0 9/6/16 **B/W Production Copier 1 BCS Copy Room, 0 9/4/18 *The color and B/W HP printers are already owned by the District, and must be fully serviced and maintained under a Managed Print Services Contract. **The District may consider separate contracts with early buyout options for the devices with start dates after 2015, if there is an obvious benefit. 16