Request for Quote No RFP-0006 Print Management Program

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1 Request for Quote No RFP-0006 Print Management Program 1 Community Action Partnership of San Bernardino County Purchasing Department 696 S. Tippecanoe Ave. San Bernardino, CA August 09, 2010

2 I. Purpose of Request Community Action Partnership of San Bernardino County (CAPSBC) is requesting proposals for Print Management Program for Copiers and Printers that includes a service agreement under the 2010 Community Services Block Grant (CSBG) and Energy, Education, and Environmental Program contract. The equipment specifications and requirements are outlined in the following Request for Proposal (RFP). II. Need for Competitive Procurement Competition in purchasing provides equal opportunity for qualified vendors to compete for local private business including non-profit agencies in an attempt to offer the best prices, quality, or service. Competition is the central principal of any legitimate procurement process. In its purest form, competition ensures a free, open and healthy economy. When competition is available but is artificially restricted, the principles of public procurement are defeated. CAPSBC encourages the participation of small businesses, minority-owned firms, and women s business enterprises in the procurement process, and whenever possible will use the services and assistance of such organizations as the Small Business Administration and the Department of Commerce s Minority Business Development Agency in the solicitation and utilization of small businesses minority owned firms and women's business enterprises to the fullest extent practicable. III. Time Schedule CAPSBC will maintain the following time schedule and select a qualified vendor who can offer a Print Management Program for Copiers and Printers that includes a service agreement once all proposals are received by the deadline submission date or until a pool of qualified vendors is established and upon State Community Services and Development (CSD) approval. Issue Request for Proposal August 09, 2010 Deadline for Submission of Proposals August 13, 2010 RFP Award Notification Pending State CSD Approval IV. Instructions to Proposers A. All proposals must be submitted to: Community Action Partnership of San Bernardino County Purchasing Department David Gallardo 696 S. Tippecanoe Ave. San Bernardino, CA (909) B. All proposals must be type written and submitted in a sealed envelope and clearly marked on the lower left-hand corner, RFP-0006 Print Management Program. All proposals must be received by August 13, All proposals will be reviewed and assessed for completion to make sure they meet State requirements. All proposals will be scored based on the criteria outlined in this RFP and the results will be posted on the webpage as soon as final approval is granted by the State CSD approval. Two (2) copies of the RFP must 2

3 be presented. No faxed or telephone quotes will be accepted. submission will be accepted upon prior notice. C. Proposals should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc., are not desired. Emphasis should be on completeness and clarity of content. Use of recycled paper for requests and any printed or photocopied material created pursuant to a contract with CAPSBC as well as use both sides of paper sheets for any submittal to CAPSBC is desirable whenever practical. D. CAPSBC Buyer or designee will answer any questions up to the deadline date of the RFP and will notify the selected vendor upon State CSD approval. E. All proposals must include the following information: 1. The names of individuals from those firms who will be working on the project and their areas of responsibility. 2. Provide an accurate mailing address of the firm or organization. 3. Itemize breakdown of the equipment and features. 4. Proposal must represent the final pricing including, additional fees, discounts, rebates, equipment, and taxes. 5. Timeline outlining the order, shipment, and delivery of the equipment. 6. Indicate that all quotes are good for 90 days. 7. References V. Selection Criteria Factors A. Responsive of the written proposal to the purpose and scope of service. Weight Given 30% B. Price 40% C. Ability and history of successfully completing contracts of this type, meeting projected deadlines and experience in similar work 30% Total Criteria Weight 100% Each quote will be independently evaluated on factors A, B, and C. 3

4 VI. Terms and Conditions A. CAPSBC reserves the right to reject any and all quotes and to waive minor irregularities to any quote. B. CAPSBC reserves the right to request clarification of information submitted and to request additional information from the vendor. C. CAPSBC reserves the right to award the contract to the next most qualified vendor if the successful vendor does not execute a contract within sixty (60) days after the award of the contract has been announced. D. Any proposal may be withdrawn up to the date and time set in this RFP. Any proposal not timely withdrawn shall constitute an irrevocable offer for a period of ninety (90) days to sell to CAPSBC the equipment described in the following specifications or until one or more of the quotes have been granted State CSD approval. E. The contract resulting from acceptance of a proposal by CAPSBC shall be in a form supplied or approved by CAPSBC and shall reflect the specifications in this RFP. A copy of all contract entered will be available for review. CAPSBC reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP and which is not approved by CAPSBC or the State CSD. F. CAPSBC shall not be responsible for any cost incurred by the vendor in preparing, submitting, or presenting its response to the RFP. G. All proposals, documents, and forms will become the property of CAPSBC upon delivery and acceptance of the sealed proposal. VII. Multifunction Copiers Specifications CAPSBC seeks to enter a Lease and Service Agreement by August 20, 2010 that meets the following equipment specifications and service requirements outlined: 08 Minimum of Pages per Minute Black & White Multifunction Device Functions Copy/Print/Scan to Network/Scan to / 1 line Fax Five (5) Paper Sources 100-Sheet Duplex Automatic Document Feeder Automatic Two Side Output 1200 x 1200 dpi Print Resolution Color Scanning and Fax Send Scan to USB Memory Drive Image Overwrite Security, Network Authentication, 802.1x, SNMPv3, Audit Log HTTPS (SSL), Secure Print, Secure Fax, IPSec, Secure LDAP, IPv6 50-Sheet Stapler Finisher / High Capacity Output Stacker 200,000 Pages / Month Minimum Duty Cycle 4

5 02 Minimum of Pages per Minute Black & White Multifunction Device Functions Copy/Print/Scan to Network/Scan to / 1 line Fax Five (5) Paper Sources 100-Sheet Duplex Automatic Document Feeder Automatic Two Side Output 1200 x 1200 dpi Print Resolution Color Scanning and Fax Send Scan to USB Memory Drive Image Overwrite Security, Network Authentication, 802.1x, SNMPv3, Audit Log HTTPS (SSL), Secure Print, Secure Fax, IPSec, Secure LDAP, IPv6 50-Sheet Stapler Finisher / High Capacity Output Stacker 200,000 Pages / Month Minimum Duty Cycle 01 Minimum of Pages per Minute Color Multifunction Device Minimum of 65 Page Per Minute Black & White Functions - Copy/Print/Scan to Network/Scan to / 1 line Fax 2400 x 2400 DPI Print Resolution 5 paper source Support up to 13 x 19 / 300gsm (110# cover stock) 250 sheet duplex automatic document feeder 1500 sheet output stacker tray 2 &3 hole punching Multi-Position stapling Bi-fold booklet making Saddle stitch booklet maker Tri-Fold and Z-folding Post fuser cover interposer Fiery Network color server Colorwise 3.0 color management system 2.8 GHz Celeron processor 512 MB RAM 80 GB Variable data printing VIII. Black and White & Color Laser Printers: CAPSBC seeks to purchase 24 Black and White Laser Printers and 11 Color Laser Printers with service agreements as soon as possible meeting the following minimum specifications and requirements outlined: 24 Black and White Laser Printers - Minimum of 30 Pages per Minute Automatic Two Sided Output Two (2) Paper Sources (251 Sheet Capacity) 1200 x 1200 dpi Print Resolution 32 MB of Standard Memory 400 MHz Processor 10/100 Base TX Ethernet and USB 2.0 5

6 Postscript Compatibility, PCL 6 and 5e Emulations IBM Pro-Printer Emulation, Epson Emulation, GDI Watermarks, Poster Printing, N-up, Fit to Page, Scaling, Overlays, Booklets, Reduce/Enlarge, Toner Saver, Custom-Size Pages 30,000 Pages / Month Minimum Duty Cycle 11 Color Laser Printers Minimum 20 pages Color & 26 pages Black and White 400 sheet minimum paper capacity 10/100 Base TX Ethernet and USB 2.0 Postscript Compatibility, PCL 6 and 5e Emulations IBM Pro-Printer Emulation, Epson Emulation, GDI Watermarks, Poster Printing, N-up, Fit to Page, Scaling, Overlays, Booklets, Reduce/Enlarge, Toner Saver, Custom-Size Pages 30,000 Pages / Month Minimum Duty Cycle IX. Pricing Must Include: All parts and onsite maintenance provided by factory trained technicians 4 Hour minimum service response time All consumable supplies (i.e. toner, fuser, drums, waste containers), excluding paper and staplers. All new copiers / printers shipping cost (delivery and removal at lease end) All shipping of consumable supplies Entire lease length warranty (Replace product at CAPSBC s request with like model at no additional cost or extension to length of lease) Continual education and network analyst services for entire lease length (When ever requested by CAPSBC) Equipment must be newly manufactured All copies/prints must be billed at the same rate regardless of page size and area coverage (no additional charge for 11 x17 ) No charge for scanning, ing, or sending faxes No monthly volume allowances (CAPSBC intent is to pay only for the monthly impressions used) Customer replaceable units for optimal uptime and reliability (toners, fusers, etc., must be easy and fast to replace) without technician assistance. Vendor is to offer and provide local storage for all MFP devices removed from CAPSBC during initial installation, for a minimum of duration of six months 60 month fair market value lease; must include all property tax Managed Print Services are to include: All consumable supplies, onsite service, parts and labor for entire printer fleet Network software that will enable device level monitoring for supply and service provisioning as well as asset tracking CAPSBC will have the ability to obtain automatic meter reads for all networked printing devices CAPSBC will receive as few as one invoice for all devices covered under the program Preventative maintenance on a regularly scheduled basis for all devices covered under the program 6

7 Vendor is to be a certified HP dealer with HP certified technicians to provide all routine maintenance and repairs on current HP products Monday thru Friday (8-5) technical support with real time monitoring Total satisfaction Guarantee for all printers covered under the Print Management Program to include all printers currently owned by CAPSBC and covered by Print Management Program Minimum 20% per year replacement / refreshment of CAPSBC fleet of printers by review/approval of CAPSBC Automatic quarterly fleet reporting to view the results of our goals and objectives All consumable supplies shipped directly to CAPSBC end user at no additional charge (elimination of onsite supply storage) All printers must be connected to CAPSBC network for monitoring and supply/service procurement All prints must be billed at the same rate regardless of page size and area coverage Vendor Questions: Explain how you will proactively manage all copiers and printers proposed? What is covered under your warranty and for how long? Explain your implementation process of all new equipment and how it will effect productivity if CAPSBC staff? How do you charge for impressions larger than letter size or more than 10% fill? What type of preventive Maintenance programs do you offer? Explain how it will improve CAPSBC productivity/ Explain the process by which a service call is identified, ordered and executed? Please provide the following support material for all products offered in this RFQ: BLI Network performance rating specification sheets for each product offered (rate speed vs. actual speed) Provide Gartner Group s Magic Quadrant to reflect the placement of offered equipment. Equipment Brochures 7

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