MULTIFUNCTIONAL EQUIPMENT LEASE RFP, Littlestown Area School District

Transcription

1 TO: FROM: SUBJECT: INTERESTED VENDORS MICHAEL STATLER, BUSINESS MANAGER REQUEST FOR PROPOSAL (RFP) FOR MULTIFUNCTIONAL EQUIPMENT LEASE DATE: FEBRUARY 23, (LASD) is requesting proposals for district-wide copy/print/scan services on a lease basis. Vendors must be approved vendors pursuant to an existing COSTARS, PEPPM, Commonwealth contractor or other publicly bid contract (such as GSA or US Communities). All proposals must be received no later than 2:00 pm local time on April 29,. It is the intent of LASD to award a 48 month contract to a single provider for district-wide document management needs. We are requesting that you submit a proposal that would provide our District with new digital, connected equipment, as described in the enclosed RFP specifications, for the next 48 months. The District is asking for each vendor to propose at least two models; an economical model and a vendor recommended model that aligns with the district s needs. Any questions regarding this RFP should be directed via to the Business Manager, Michael Statler at statlerm@lasd.k12.pa.us. All questions regarding this proposal must be received by 4:00 p.m. EST on Friday April 22 nd,. Only ed questions will be answered. Either the answers, or an addendum, will be posted on the website by 3:00 p.m. EST on Monday April 25 th,. Proposals must be ed to Michael Statler at statlerm@lasd.k12.pa.us. All proposals are due Friday April 29 th by 2:00 p.m. EST, no exceptions. Proposals will not be opened publicly. 1

2 requests proposals for the attached specifications for a multifunction device lease, including service and supplies subject to the following conditions: 1. DUE DATE All proposals must be received by Friday, April 29 th, at 2:00 PM via to statlerm@lasd.k12.pa.us. All proposals are to be valid for a period of sixty (60) calendar days from April 29,. 2. PROPOSAL IDENTIFICATION All proposals must be submitted in PDF form with the subject line in the marked, PROPOSAL FOR MULTIFUNCTIONAL EQUIPMENT LEASE. No proposal will be considered which is submitted otherwise. Proposals are limited to 30 pages. 3. PROPOSAL BLANK All proposals must be submitted on the proposal blank forms provided. Proposals submitted on other than the proper format will not be considered. Any change in the wording of the proposal forms could be cause for disqualification of the vendor s proposal. Also, vendor is responsible for stating the model number and signing the bottom of each location s specification sheet, thereby certifying that all equipment is configured with accessories as specified. 4. SIGNATURE An authorized representative must sign each proposal. 5. PRICE NO ESCALATOR CLAUSE Prices quoted herein shall not be withdrawn for 60 days from the date of the opening of proposals. 6. DETERMINATION OF AWARD OF PURCHASE ORDER We intend to award purchase based on the best value for the district. We determine best value using the following criteria: Cost Print Management Software Solution Durability and Reliability Capability and Usability Experience, or reputation, of the vendor especially with other school districts 2

3 7. AWARD OF CONTRACT AND BOARD RESERVATIONS The tentative date for the contract to be awarded is at the May 16, Board of Director s Meeting. The Board reserves the right to reject any or all proposals in part or in total. The Board reserves the right to waive any or all irregularities, and to negotiate with any vendor as necessary. 8. TERM OF CONTRACT AND PARTIES INVOLVED LASD intends to enter into a 48 month contract twelve (12) multifunctional systems, one (1) possible manage print solution and sixteen (16) possible printers. It is the desire of LASD to realize cost efficiencies through the combination of all copier services into a single contract. The contract will be between and the vendor awarded the contract. There shall be NO third party involved in this contract. 9. SIGNED RELIABLITY/PERFORMANCE GUARANTEE Vendor will be required to provide an Accountability Guarantee for replacement of unreliable equipment at no cost to LASD. This written and signed guarantee must be included with the proposal forms along with a manufacturer guarantee. 10. EQUIPMENT CLASSIFICATION REQUIREMENTS All equipment proposed on this contract must be NEW digital equipment. LASD will not accept equipment that is analog or classified as remanufactured, refurbished, newly manufactured, rejuvenated, restored, updated, or like new. The copier models proposed must be available at the time of proposal. 11. DELIVERY, INSTALLATION, AND TRAINING All equipment shall be delivered, installed and operational in the building no later than the date listed in the Proposed Equipment Specifications. On-premise training for key users will be included in the proposal cost. The initial detailed training shall be three (3) days at the discretion of LASD. Vendors shall train key users initially, e.g. building secretaries, faculty, etc., and provide annual training as need for the life of the contract. An example of an implementation and training schedule is required in each vendor s proposal response. 12. REPAIR SERVICE REQUIRMENTS Certified, factory-trained personnel must perform all maintenance. Average time between service call and service technician arrival must be no greater than four (4) hours. Equipment must be repaired within one (1) business day. Additionally, software must be repaired within one (1) business day as well. The vendor shall provide a toll-free number, to assist with any 3

4 network and connectivity issues. If equipment is non-operational for more than (1) business day, the vendor will supply a loaner at no cost to LASD. 13. SECURITY & ACCOUNTING SOFTWARE Requirements are: 1. Use existing HID cards. 2. Control machine access, and options available, to individual users.(i.e. color) 3. Account for and be able to limit usage per click by individual and department. 4. Any software must be able to authenticate users in active directory and operate in a virtual environment. 5. Must be 100% compatible with LASD s existing machines listed in Annex B and (80) HP Printers, (1) Officejet, and (1) Brother. 6. LASD anticipates 1960 students and 250 associates will be tracked. Vendor will be required to provide a print management software solution. The software must be able to track employee s copy usage and be able to break the cost down by department. Employee s authenticity will be utilized by a HID card. 14. REFERENCES The vendor shall provide at least five (5) EDUCATIONAL REFERENCES from current clients with connected digital equipment. Vendor will be required to complete the attached form in the proposal packet to include: name of school, length of relationship, contact name and telephone number. 15. DELIVERY CHARGES LASD will not pay for pickup and delivery charges before, during or at the end of the contract. The vendor is responsible to remove or reimburse the school the equivalent amount if the school must remove equipment themselves or pay someone to remove the equipment. 16. MONTHLY INVOICE There will be a single, all-inclusive monthly bill for all costs associated with this RFP. Be specific in the RFP if the cost will be fixed or a per click expense. 17. MACHINE SPECIFICATIONS Must include HID reader Must be able to scan to , PDF, user directory and individual Google drive Must print on and have minimum 500 sheet holding tray for 8x11, 8x14 and 11x17. 4

5 18. SUPPLIES LASD shall supply the paper. All other supplies, including staples, shall be provided by the vendor. 19. REQUEST FOR INFORMATION Each proposer may be asked to provide further information and samples after submission of the RFP. 5

6 Annex A Annex B Existing Copier Hardware List being Replaced Request for Proposal Format Part A Copier / MFP Hardware Leases Part B Print Management Solution Part C Print Device Hardware Leases 6

7 Annex A Existing Copier Hardware List Being Replaced Vendor Model/Config. Serial No. Location Xerox WC5755 XEK Alloway Creek Xerox WC5755 XEK High School Xerox WC5755 XEK DOA Xerox WCM201 RYU Maintenance Xerox WC5755 XEK Maple Avenue Xerox WC5755 XEK Maple Avenue Xerox WC4118X YHT Maple Avenue Xerox WC5755 XEK AC Xerox WC5755 XEK HS Xerox ScanFlow BLT AC Xerox Work Center 7232P GBP AC Xerox DSExpress RAX AC Xerox WC5755 XEK RA Xerox WC5755 XEK Ra 7

8 Annex B Request for Proposal Request for Proposal Requirements (The following documents must be returned with the RFP) 1. Capability of the Supplier Sheet Please answer all questions on the Capabilities of the Supplier Sheet in Full 2. Proposed Equipment and Pricing Per Equipment Fill out the below charts for each model and location 3. Pricing Section Fill out the pricing section to reflect the price for the entire MFD fleet 4. Proposed Print Management Software and Statement of Work for the Software Fill out the print management section and submit a statement of work for the software 5. Signed Accountability Guarantee Describe your process if a machine continuously fails 6. Implementation and Training Plan Provide a sample of your company s training and implementation plan 7. References Include at least five references from school districts that your company currently works with 8. Provide a copy of exiting COSTARS, PEPPM, Commonwealth Contract or other publicly bid contract (such as GSA or US Communities) 9. Vendor Certification 8

9 Capability of the Supplier General: Financial Stability How long has your company been in existence? Local Presence Does your company have a local presence? Local Leadership Does your company have local leadership? PA State Approval Is your company a Pennsylvania state approved vendor? Service/Support Capabilities: Number of technicians Please provide the number of technicians your company employs, and If they are all factory trained. Describe the levels of support. Where will the support be located? Number of technology specialist Please provide the number of technology specialist your company employs that are capable of handling firmware, software, authenticate, and scanning issues. Number of trainers Please provide the number of trainers your company employs, and how many will be doing the training for the district. 9

10 What was the average response time in 2015? What was the average repair time in 2015? Relationship with Manufacturer: Number of years your company has been working with the proposed manufacturer? Manufacturer support What type of support is included form the manufacturer? Why did you select the hardware make and model proposed? What was your logic? 10

11 Part: A The District is requesting proposals for Copier / MFP Leases. Current hardware in existence was provided in Annex A. Device requirements are listed in the following pages. Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Faxing MFP High School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 11

12 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Faxing MFP Middle School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 12

13 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Faxing MFP Intermediate School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 13

14 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Faxing MFP Elementary School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 14

15 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Non-Faxing MFP High School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax No Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 15

16 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Non-Faxing MFP Middle School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax No Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 16

17 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Non-Faxing MFP Intermediate School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax No Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 17

18 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Large Non-Faxing MFP Elementary School B&W 57,000 / 120,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 4000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple 50 Sheets Staple Positions 4 Scan/Print/Copy Color Scanning Fax No Finisher Capacity 2000 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 18

19 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Mid-Size Faxing MFP District Office - B&W 20,000 / 70,000 impressions Manufacturing Status New Prints Per Minute 45 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 2000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple Staple Positions No Scan/Print/Copy Color Scanning Fax Finisher Capacity 500 Sheets Finisher Sort Wireless Prefered Model Monthly Lease Agreement $ $ 19

20 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Mid-Size Non-Faxing MFP Middle School - B&W 20,000 / 70,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 2000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple No Staple Positions No Scan/Print/Copy Color Scanning Fax No Finisher Capacity 500 Sheets Finisher Sort No Wireless Prefered Model Monthly Lease Agreement $ $ 20

21 Proposed Equipment Specifications Reference Name: Mid-Size Non-Faxing MFP Location: High School - B&W (Total of 2) Average Monthly Volume: 20,000 / 70,000 impressions Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1800dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 2000 Sheets Paper Sources (drawers) 4 Bypass Tray Bypass Tray At Least 11 x 17 Reduction / Enlargement 20% - 400% Hole Punch / Staple No Staple Positions No Scan/Print/Copy Color Scanning Fax No Finisher Capacity 500 Sheets Finisher Sort No Wireless Prefered Model Monthly Lease Agreement $ $ 21

22 MFD Pricing Section Entire Fleet Economical Recommended Monthly Lease/Maintenance/Supplies $ $ 22

23 Request for Proposal (RFP) Documents: Copy - References Name of School District 1. Length of Relationship Contact Name Telephone Number

24 Part: B - Managed Print Solution As an additional component to the base proposal, the District is requesting proposals for Managed Print Solution. Currently there is no Managed Print Solution in place at LASD. Such solution should be able to implement with the base proposal hardware (the 12 Multi- Function Printers) as well as 42 other network printers. A list of existing hardware models is provided below as well as a list of features such a system should support. Existing Printer Models within LASD HP 4014 HP 4015 HP P1606 HP 2035 HP Color LaserJet 400 HP 401 HP 402 HP 4200/4250 Series 24

25 Proposed Print Management Software Solution Specification Track print jobs from the desktop or print server? Track copy accounting on a per-user basis? Assign different profiles for different printer? Assign costs to users, departments, or cost centers? Economical (Y/N) Recommended (Y/N) Multiple reports to show costs and cost savings made? Stop users printing when budget levels have been reached? User can preview job or change finishing settings before release? Prompt user to route job to cheaper device or on device error? Prompt user to change finishing settings (e.g. black/white or duplex)? Allow users to select from personal scanning workflows? Send file to cloud based document storage system such as GoogleDocs? Authenticate to Active Directory? Job release via RFID, Pin, Swipe Card? Specifcy which are supported. Preffer Proximity Cards for staff, Pin release for student. Software Updates Included in Price? Send to via SMTP or Gmail for Google Apps. Send file in highly compressed PDF or PDF/A format? Send file to editable format such as MS Word or MS Excel? Print solution works with printing from Google Chromebooks? Describe how your software would authenticate and account for student printing? (Students do not have Proximity Cards) Name of Software Solution Purchase Price $ $ Monthly/Yearly Maintenance $ $ 25

26 Part C - Hardware Lease for Printers As an additional component to the base proposal, the District is requesting proposals for a hardware lease to include thirteen (13) Black and White printers and three (3) color printers meeting the below specifications. These devices should function with the Managed Print Solution in Part B. Proposed Equipment Specifications Reference Name: High Usage B&W Printer Location: High School B&W (Total of 13) Average Monthly Volume: 5,000 / 16,000 Pages/Month Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute 55 Resolution 1200dpi x 1200dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 2000 Sheets Paper Sources (drawers) 5 Bypass Tray Bypass Tray At Least 11 x 14 Finisher Capacity 500 Sheets Model Monthly Lease Agreement $ $ 26

27 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Wide Format Color Laser Printer High School Art Classroom 2,500 / 5,000 Color Pages Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute - B&W 25 Prints Per Minute - Color 25 Resolution 600dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 500 Sheets Paper Sources (drawers) 2 Paper Type 58lb bond, 32lb plain, 43lb coated Model Monthly Lease Agreement $ $ 27

28 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Wide Format Color Laser Printer Middle School Art Classroom 2,500 / 5,000 Color Pages Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute - B&W 25 Prints Per Minute - Color 25 Resolution 600dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 500 Sheets Paper Sources (drawers) 2 Paper Type 58lb bond, 32lb plain, 43lb coated Model Monthly Lease Agreement $ $ 28

29 Proposed Equipment Specifications Reference Name: Location: Average Monthly Volume: Wide Format Color Laser Printer Intermediate School Art Classroom 2,500 / 5,000 Color Pages Specification Minimum Economical Recommended Manufacturing Status New Prints Per Minute - B&W 25 Prints Per Minute - Color 25 Resolution 600dpi x 600dpi Document Feeder Document Feeder At Least 11 x 17 Standard Paper Try 500 Sheets Paper Sources (drawers) 2 Paper Type 58lb bond, 32lb plain, 43lb coated Model Monthly Lease Agreement $ $ 29

30 Printer Section Entire Fleet Economical Recommended Monthly Lease/Maintenance/Supplies $ $ 30