Request for Copier Proposal

Transcription

1 LaSalle-Peru Township High School, District # Chartres Street LaSalle, IL Phone: (815) Fax (815) Request for Copier Proposal LaSalle-Peru Township High School is accepting proposals for purchase and/or lease of copy equipment, and an agreement for full service maintenance and supplies (except for paper and staples).the District also wishes to implement greater print management controls on the networked desktop printers located throughout the offices and computer labs and is requesting as an alternate proposal costs for toner replacement in the District s networked desktop printers. In evaluating the submitted proposals, LaSalle-Peru Township High School will apply the best value standard, in selecting the vendor to be awarded the contract for this project. Although price is not the only criteria that will be used in the evaluation process, it will have a significant impact on the decision to award the contract. Any award resulting from this proposal will be made to the vendor whose offer conforms to this proposal, and is determined to be the most advantageous to LaSalle-Peru Township High School. The selection process will include, but is not limited to the following: 1. Price. 2. Proposed equipment. 3. General reputation and performance capabilities. 4. Conformity to specifications herein. 5. Location and availability of service, training, and repair facilities, and personnel. 6. Suitability for intended use of equipment, to the extent that the goods and services meet the needs of LaSalle-Peru Township High School. In order to achieve a uniform review process and obtain the maximum degree of comparison, it is required that the proposal be organized in the format specified. The proposal should be mailed to: Mr. Steven R. Wrobleski Superintendent LaSalle-Peru Township High School 541 Chartres Street LaSalle, IL The proposal should be signed by the authorized representative of the vendor, and submitted by May 7, 2014 at 2:00 pm prevailing time. All questions should be directed to: Mr. Steven Wrobleski, (815) , Mrs. Joyce Sell, at (815) , or Mr. Alan Cherpeske, Member of the Board of Education, at (815) (home). This request is for a proposal, and LaSalle-Peru High School has the right to accept or reject all proposals. 1

2 When submitting a proposal, please include literature along with specifications as to the make, model, and options per the specifications enclosed. CURRENT COPIER INFORMATION REFERENCE # MAKE AND MODEL LOCATION ANNUAL COPY VOLUME 1 XEROX P4595CP BOOKSTORE 1,180,000 2 XEROX W5632 BOOKSTORE 155,000 3 XEROX W5638P DEAN/PRINCIPAL 45,000 4 XEROX W5638 SPECIAL ED 52,000 5 XEROX W5638PT SUPT OFFICE 73,000 6 XEROX W5638P 1ST FLOOR 500,000 7 XEROX W5638P 3RD FLOOR 355,000 8 XEROX W5222 COUNSELING 25,000 9 XEROX W5222 LIBRARY 4,500 Total annual copy volume: 2,389,500 These units are completing a 60 month lease with full service maintenance and all consumable supplies included. The District also owns 40 desktop printers of which 29 are currently networked. The estimated annual copy volume of these printers is 525,202 of which 466,000 copies are printed on the networked desktop printers. PROPOSAL REQUEST FOR EQUIPMENT PURCHASE 1. Please submit proposal for purchase of equipment with options itemized as requested. 2. Please submit proposal for full service maintenance based on copy volumes as requested. 3. Please submit proposal for toner based on copy volumes as requested. 4. Alternate Proposal: Please submit proposal for toner based on copy volumes of desktop printers. * 5. Please submit proposal showing avg. copy cost for full service maintenance and all consumable supplies, as requested. 6. All proposed equipment must be newly manufactured. 7. All supplies must be original manufacturer, not generic. PROPOSAL REQUEST FOR OF EQUIPMENT 1. Please submit proposal for lease of equipment for 60 month term with a fair market buyout at the end of the term. 2. Please submit proposal for lease agreement for 60 month term, with a $1.00 buyout at end of term. 3. Please submit proposal for lease agreement for 60 month term, with a 10% buy-out. 4. All equipment must be newly manufactured, and proposals must specify make, model and options. 5. Proposal should include pricing for equipment, with full service maintenance and all consumable supplies, for specified copier, to be included as requested, per each unit. 6. Alternate Proposal: Please include the cost to replace toner cartridges in networked desktop printers. * 7. Proposal should also include pricing for equipment, full service maintenance and all consumable supplies, for a combined monthly cost, with all copies pooled at an annual volume of 2,500,000 copies. * Please see addendum for summary list of monthly volume for desktop printers and copy machines. 2

3 The District is seeking a proposal in which overage costs will be based on the cumulative number of copies made annually and not on a per machine basis. LASALLE-PERU TOWNSHIP HIGH SCHOOL, DIST. #120 Ref #1: BOOKSTORE - XEROX P4595 Non-network (current copier) Networked, High capacity paper feed, and stapler finisher. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 1,180,000 copies per year. Consumable supply cost based on 1,180,000 copies per year. Total cost for Full Service Maintenance and Supplies for 1,180,000 copies per year. 3

4 Ref #2: BOOKSTORE - XEROX W Network (current copier) Networked, basic office finisher, document feeder, color scanner. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 155,000 copies per year. Consumable supply cost based on 155,000 copies per year. Total cost for Full Service Maintenance and Supplies for 155,000 copies per year. 4

5 Ref #3: DEAN/PRINCIPAL - XEROX W5638P - Network (current machine) Networked, office finisher, envelope tray, document feeder, color scanner. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 74,000 copies per year. Consumable supply cost based on 74,000 copies per year. Total cost for Full Service Maintenance and Supplies for 74,000 copies per year. 5

6 Ref #4: SPECIAL ED - XEROX W5638 Network (current machine) Networked, basic office finisher, color scanner, document feeder. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 67,000 copies per year. Consumable supply cost based on 67,000 copies per year. Total cost for Full Service Maintenance and Supplies for 67,000 copies per year. 6

7 Ref #5: SUPT OFFICE - XEROX W5638PT - Network (current machine) Networked, color printer, color scanner, office finisher, document feeder, 4k Sheet paper capacity, envelope tray, advanced capabilities for insertion, folding and stapling. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 73,000 copies per year. Consumable supply cost based on 73,000 copies per year. Total cost for Full Service Maintenance and Supplies for 73,000. Please include the price/print for the cost of a colored copy: 7

8 Ref #6: 1 st Floor - XEROX W5638P Not network (current machine) Networked, basic office finisher, document feeder, color scanner. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 500,000 copies per year. Consumable supply cost based on 500,000 copies per year. Total cost for Full Service Maintenance and Supplies for 500,000 copies per year. 8

9 Ref #7: 3 rd Floor - XEROX W5638P Non network (current machine) Networked, basic office finisher, document feeder, color scanner. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 355,000 copies per year. Consumable supply cost based on 355,000 copies per year. Total cost for Full Service Maintenance and Supplies for 355,000 copies per year. 9

10 Ref #8 : COUNSELING - XEROX W5222 Non network (current machine) Networked, office finisher, document feeder, color scanner. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 43,000 copies per year. Consumable supply cost based on 43,000 copies per year. Total cost for Full Service Maintenance and Supplies for 43,000 copies per year. 10

11 Ref #9: LIBRARY - XEROX W5222 Non Network (current machine) Networked, office finisher, document feeder, color scanner. COPIER OPTIONS: ( P ITEMIZE) TOTAL Full Service Maintenance based on 25,000 copies per year. Consumable supply cost based on 25,000 copies per year. Total cost for Full Service Maintenance and Supplies for 25,000 copies per year. 11

12 REQUEST FOR PROPOSAL / WITH OPTION TO PURCHASE 1. The term of the lease is for 60 months (60 monthly payments). 2. We request an option to purchase equipment at the end of the lease for Fair Market Value, or a $1.00 buy out. 3. We request an option to purchase equipment at the end of the lease for a 10% buy-out. 4. Lease cost must include all equipment as requested, all service, parts and consumable supplies, except paper and staples. 5. Lease cost must be based on copy volumes as requested. 6. Reference # s refer to items listed on Request for Purchase quotations. 7. Include overage costs based on the annual total and not by a per machine basis. Ref #1: BOOKSTORE - Annual copy volume 1,180,000 Ref #2: BOOKSTORE - Annual copy volume 155,000 Ref #3: DEAN/PRINCIPAL - Annual copy volume 74,000 Ref #4: SPECIAL ED - Annual copy volume 67,000 Ref #5: SUPT OFFICE - Annual copy volume 73,000 Ref #6: 1 st FLOOR - Annual copy volume 500,000 Ref #7: 3 rd FLOOR - Annual copy volume 355,000 Ref #8 : GUIDANCE - Annual copy volume 43,000 Ref #9: LIBRARY - Annual copy volume 25,000 12

13 ADDENDUM: ALTERNATE PROPOSAL (required) Please include cost proposal for toner replacement for all networked desktop printers. Please refer to the chart below with the monthly volume for the printers. SEE PAGE 14 13