CITY OF SPRING HILL, TENNESSEE REQUEST FOR PROPOSAL FOR THE LEASING OF COLOR COPIERS / PRINTERS REQUEST FOR PROPOSAL For the Leasing of Color Copiers / Printers City of Spring Hill, Tennessee Sealed Proposals will be received by the City of Spring Hill, Tennessee, for the Leasing of Color Copiers / Printers at City Hall, 199 Town Center Parkway, Spring Hill, Tennessee 37174, on or before Thursday, April 20, 2017 at 2:00 pm CST. The envelope containing the proposal must be sealed and plainly marked "Proposal for Leasing of Color Copiers / Printers. The City reserves the right to reject any or all Proposals this project, to waive irregularities and/or informalities in any Proposal, and to make an award in any manner, consistent with law, deemed in the best interest of the City. 1
Key Dates: RFP Released to the Public Mar 24, 2017 Site Visits (encouraged) Mar 27 - Apr 14, 2017 Submittal Date / Public Opening Apr 20, 2017 2:00 pm CDST Selection Apr 26, 2017 Presentation to Board of Mayor & Aldermen May 1, 2017 Vote by Board of Mayor & Aldermen May 15, 2017 In order for each vendor to get a better idea of what each department needs, it is highly encouraged to make arrangements for a site visit. Point of Contact for site visits will be Jim Smith, Finance Director, 615-491- 0151. It is anticipated at this time that the following departments will be involved in replacing existing copiers: Finance Department, City Hall Planning & Codes Department, City Hall Library, 144 Kedron Road Police Department, 3636A Royal Park Blvd Fire Department, City Hall REQUEST FOR PROPOSALS COLOR COPIER/PRINTER OVERVIEW OF THE REQUEST PROCESS The City of Spring Hill (City) will accept until 2:00 p.m. CST on April 20, 2017 proposals from firms interested in providing color copiers / printers service to the City. A public opening of the proposals will be held at City Hall on Thursday, April 20, 2017 at 2:00 p.m. CST. All responses to this request should be submitted to the City of Spring Hill, Attention: April Goad, City Recorder, 199 Town Center Parkway, Spring Hill, TN 37174, and be clearly marked Sealed Bid Color Copier. BACKGROUND The City of Spring Hill has a population of 36,530 and is approximately 35 miles due south of Nashville, TN. The City currently has a need to upgrade some of its copier/ printers throughout several departments. Some departments have current leases that have not expired but it is estimated that we will need two at City Hall, one or two at the Public Works complex, one at the Water Treatment Plant, one at the library for public usage with a coin operation and perhaps one or two at Fire Halls. REQUIRED TECHNICAL CAPABILITIES City seeks to lease a color copier/printer that has the following attributes. Not all copiers will have the same requirements. It will be department specific. 2
Minimum 30 page per minute color copy/print speed Minimum 30 page per minute black and white copy/print speed 25-400% magnification Duplex printing/copying Color and black scanning capability Fax capabilities Minimum three paper trays, excluding high capacity and bypass paper feeds Multi-purpose bypass tray Up to 11 x 17 originals Up to 12 x 18 output size Heavyweight paper printing/copying capability Color adjustment Stapling finisher Job memory Mixed size originals Job building capability Security Codes for each user Integrated USB drive Scan to e-mail, folder and USB capability DESIRED TECHNICAL OPTIONS City would also like to obtain price bid information on the following optional accessories: Folding booklet finisher Post sheet inserter 3-hole punch kit SERVICE AND SUPPORT REQUIREMENTS City requires a minimum of 97% uptime between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday. Replacement with a like-for-like unit if the copier experiences less than 97% uptime for four consecutive months. Twelve business hours maximum downtime before a like-for-like loaner is provided. If a loaner is needed, the copier is to come from the vendor s inventory. Please include the average response time for service calls in the proposal submission. Successful bid must include contingencies for emergency print jobs when copier/printer is offline or instances of extended downtime. COST PER COPY/PRINT Cost per copy/print information must be included with price bid. EQUIPMENT TRAINING The winning bid must include provisions for staff training on the copier/printer. DELIVERY TIMING 3
The successful bid will agree to deliver and install the copier/printers within 30 days of the award on May 1 st. DESIRED SERVICE AGREEMENTS City desires to lease/purchase the color copier/printers. Each proposal should have a three, four and five-year quote. FORMAT AND SUBMISSION OF PROPOSAL 1) All responses to this request should be submitted to the City of Spring Hill, Attention: April Goad, City Recorder, 199 Town Center Parkway, Spring Hill, TN 37174, and be clearly marked Sealed Bid Color Copier. 2) One (1) original and two (2) copies of the packet are required. Packets received after the deadline will be rejected. An official authorized to bind the contractor must sign packets. 3) Submittals should be bound or stapled, only. Effort should be made to limit the number of pages. 4) Include the following page in your response to this RFP: 4
By Signing below you are agreeing to all City Terms & Conditions that are a part of this Proposal. Firm: By: Title: E-Mail Address: Address: Telephone Fax: Date: Federal ID Number: Copier Price: Cost per Copy/Print: Trade-In Value: Folding Booklet Finisher Price: Post Sheet Inserter Price: 3-Hole Punch Kit Price: Additional License Fee: Maintenance & Service Price: Signature: Date: 5
5) Three business references for similar copiers/printers provided and serviced by your firm, including the name, address and telephone number of the client/contact person must be included with the proposal. 6) All items requested as part of this RFP must be completed in their entirety. Failure to do so can result in the proposal being declared unresponsive and will be disqualified. COMPLIANCE WITH LOCAL AND FEDERAL REGULATIONS All pertinent local, state, and federal regulations, including those related to DBE requirements, apply, whether or not specifically identified. REVIEW AND EVALUATION The Selection Committee will review and evaluate the proposal based on, but not necessarily limited to, demonstrated clear understanding of the RFP, past experience, delivery, maintenance schedule, employee training, reference checks, and price. COST OF PREPARATION Respondents are responsible for all costs associated with the preparation of materials in response to this RFP. The City assumes no responsibility for such costs. NEWS RELEASES No news releases, pertaining to the request for qualification or any project that may arise, are to be made without prior approval of the City. ACCEPTANCE OF PROPOSALS The contents of the proposal packet may become contractual obligations. Failure to accept the obligations will result in cancellation of any contract award. City reserves the right to accept or reject any and all of the submissions, in whole or in part, and to postpone or cancel the execution of any contract, if the City deems it to be in its interest to do so. GENERAL RFP DISCLOSURES 1) Requirements and specifications of this request are considered to be the minimum needed. 2) Once submitted, an RFP becomes the property of the City. City will release no information about the RFP submittal until all requests have been received and are deemed a matter of public record. 3) All firms submitting an RFP must follow all instructions to be considered responsive. 4) All solicitations made by the City are open and free to all competing firms, whereby 6
all have a reasonable chance to be successful and be awarded the contract. 5) No proposal can be withdrawn after it has been opened. 7