Canon-McMillan School District REQUEST FOR PROPOSAL For Copier and Printer Leasing Proposals must be received no later than 2:00 p.m. Thursday, November 10, 2011 Canon-McMillan School District Administrative Offices 1 North Jefferson Avenue Canonsburg, Pennsylvania 15317 (724) 746-2940 1
Canon-McMillan School District Copier and Printer Leasing Request for Proposals 1.0 INTRODUCTION Through this Request for Proposals (RFP), Canon-McMillan is soliciting proposals from vendors who are interested in providing cost-effective and quality copier and printer leasing for the school district. As such, we are looking for a vendor located in south-western Pennsylvania to provide this service. The successful vendor shall be relied upon to supply, maintain and repair copier and printer equipment for the school district located throughout Canonsburg, Cecil Township, and North Strabane Township. Proposals in response to this RFP must be received by Canon-McMillan School District no later than 2:00 p.m. on Thursday, November 10, 2011. Proposals received after this time will not be considered. Canon-McMillan School District is committed to equal opportunity in its procurement and contracting process. 2.0 GENERAL REQUIREMENTS The following is an outline of the requirements for copier and printer leasing vendor to meet the needs of Canon-McMillan School District. 2.1 Equipment All equipment must meet the minimum requirements outlined in the attached equipment worksheet (Attachment D.) All quantities and locations are also defined in Attachment D. All equipment must be new and in unused condition with a full warranty Web based user interface for device configuration Network based printing which incorporates a spooling function allowing print to spool during copy/fax Option for Scanning: o Scan via email, FTP and SMB o LDAP lookup to active directory for direct email of scanned document 2
o Job build functionality allowing multiple scanning from automatic document feeder before job submission o Multiple file formats including JPEG, multi-page TIF and PDF o Scan in color o Scan feeder auto-senses that include: letter, legal and tabloid for mixed scanning batch o Scanner auto-sizes trimming scanned area to actual page size Printing Language: o Windows printer driver certified for Terminal Services o Basic fonts built-in o Control language compatibility to PCL5, PCL5c or PCL5e Networking: o TCP/IP protocol o LPD on port 515 o Printing on raw port 9100 2.2 Service 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. 2.3 Reporting The selected vendor shall be responsible for providing Canon-McMillan School District with a monthly and annual report that includes the following details for each machine in service: Make and Model Date machine put in service Location of machine Number of copies by month Number of scanned pages by month Percentage of time in operation 3
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 15 th 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. 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 February 1, 2012. 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 The District wishes to receive proposals for 1.5 million (1,500,000) Black and White copies/prints per month, and 15 thousand (15,000) color prints per month. Monthly quantities shall be reconciled quarterly. Canon-McMillan School District reserves the right to make adjustments to the monthly quantities at any time during the course of the contract. 3.0 Old Equipment Alternate Bid Canon-McMillan School District wishes to update its entire printer fleet. To accomplish this, the District wishes to sell its current district owned printer fleet. Attachment E defines the equipment and quantities that the district wishes to sell. All responding vendors are asked to consider the purchase of this equipment and replace it with Class 1 printers as an alternate bid, defined on the bid form (Attachment C.) 4
4.0 RFP SCHEDULE AND PROPOSAL SUBMITTAL 4.1 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: October 12, 2011 October 17, 2011 October 21, 2011 October 28, 2011 November 10, 2011 November 14-18, 2009 November 21, 2011 February 1, 2012 Issuance of RFP Request for Proposal Acknowledgement Submission of Written Questions Responses to Written Questions Proposal Submittal / Bid Opening Review of Proposals/Possible Interviews Projected Vendor Selection Contract Start Date 4.2 Proposal Acknowledgement All vendors intending to respond to this RFP are asked to provide an acknowledgement via email to hardingm@cmsd.k12.pa.us by Monday, October 17, 2011 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. 4.3 Written Questions Bidders may submit questions in writing to hardingm@cmsd.k12.pa.us by Friday, October 21, 2011 at 5pm. Answers to questions will be provided by 5pm on Friday October 28, 2011 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. 4.4 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 4.0, in order to evaluate all proposals on an equal and timely basis. Any supporting 5
information shall be clearly identified and included in a section titled, Documentation. The following chart provides critical submission guidelines Proposal Deadline Submission Contact Thursday, November 10, 2011 at 2:00 p.m. 1 signed original and 2 copies must be mailed or hand delivered to: Matthew Harding, RCDD Canon-McMillan School District 1 North Jefferson Avenue Canonsburg, Pennsylvania 15317 Matthew Harding, RCDD (724) 745-1502 Ext. 9002 hardingm@cmsd.k12.pa.us No proposals received after 2:00 p.m. on Thursday, November 10, 2011 will be accepted. All responses received after the deadline will be returned unopened. 4.5 Right to Modify or Cancel Canon-McMillan School District reserves the right to cancel this procurement or reject any and all proposals. Canon-McMillan School District also reserves the right to modify the proposal process and timelines as it deems necessary. 4.6 Vendor Responsibility for Proposal Costs The vendor shall be fully responsible for all proposal development and submission costs. Canon-McMillan 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. 4.7 Proposal Acceptance and Rejection Canon-McMillan 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. Canon-McMillan 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. 4.8 Contract Award Final selection of the successful vendor is targeted for November 21, 2011, with negotiation to commence immediately thereafter for the development of a contract. This target date is subject to revision. 4.9 Period of Performance 6
The period of performance shall be February 1, 2012 to June 30, 2015. Canon- McMillan School District may extend the agreement for up to two (2) years based on the performance, need and funding availability. 5.0 PROPOSAL FORMAT 5.1 Vendor Required Information Bid Form The attached bid form (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. Contact Person Provide a contact person for the RFP process, including name, title, mailing address, telephone number, fax number and e-mail address. 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 accounts that are of a similar size and scope to Canon-McMillan 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. 5.2 Equipment Each proposal must include complete description, specifications and pricing for each multi-function copier and printer available for leasing. Additionally an indication of 7
available length of lease and step pricing options and terms should be provided. 5.3 Service Maintenance All maintenance, with associated products and services, is considered inclusive in the lease agreement. Identify any supplies or services not included as part of the lease agreement and the associated pricing. Availability Provide the days and hours of availability for service calls. Parts and Consumables - All parts and consumables are considered inclusive in the lease agreement. Identify any parts or consumables not included as part of the lease agreement and the associated pricing. Parts in Stock Identify which common parts are maintained in stock, including drums, toner and other consumables. Turnaround Time Provide maximum response time on service calls and supply deliveries. Identify any associated discount for exceeding this response time. Also, provide additional costs associated with an expedited service call and/or supply delivery. Time in Operation Provide the minimum guaranteed percentage of time per month a machine will be operational and any associated discounts for failing to meet this minimum percentage. 5.4 Additional Recommendations (Optional) Provide alternate or additional recommendations for any of the product categories or lease terms outlined above. Recommendations will be assessed based on cost savings, quality improvements and transaction simplicity. 6.0 PROPOSAL QUALIFICATIONS AND EVALUATION CRITERIA 6.1 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. 6.2 Proposal Evaluation Criteria Canon-McMillan 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: 8
6.3 Selection Competitive Pricing and Product Quality 50% Vendor Qualifications and References 25% Customer Service and Availability 25% A successful vendor will be the one best able to meet the needs of Canon-McMillan 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. Canon-McMillan School District will utilize the selected vendor as the sole source for copier and printing leasing requirements. 9
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 Canon-McMillan 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 October 17, 2011 at 5pm. This form can be submitted by mail, email or hand delivered to the following: Matthew Harding, RCDD Canon-McMillan School District 1 North Jefferson Avenue Canonsburg, Pennsylvania 15317 hardingm@cmsd.k12.pa.us Authorized Signature: Contact Name : Title: Phone: Email: Company Name: Company Address: 10
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 Canon-McMillan School District. The granting or withholding of such consent shall be at the District s sole discretion. CANCELLATION Canon-McMillan 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 Canon-McMillan School District's best interest. In no event shall Canon-McMillan 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 Canon-McMillan 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 Canon- McMillan 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 Canon-McMillan School District shall be final and binding upon all parties. LOBBYING 11
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 members of the Canon-McMillan 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 thencurrent 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. Canon-McMillan 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 Canon-McMillan 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 bidders who respond in accordance with the criteria herein. 12
ATTACHMENT C: Bid Form BIDDER Bidder s Firm Name: Address: City, State, Zip: Telephone: Fax: Contact Name: Email: BID DETAIL (per Attachment D) Copier/Printer Bid: Total Monthly Price: ALTERNATE BID Purchase of District Owned Printers (Attachment E): - Total Cost for 90 Additional Class 1 Printers: Total Monthly Price for the 123 Additional Printers: Monthly cost of adding each Class of copier/printer at any time Class 1: Class 2: Class 3: Class 4: Class 5: 13
ATTACHMENT D: Equipment Worksheet Minimum Requirements The minimum equipment requirement specifications are broken up into classes below. The classes are then assigned with quantities to each of the district s buildings in the Equipment Locations and Quantities section. All equipment proposed must meet or exceed these guidelines. Class 1 Black and White Laser Printer o 30 - pages per minute minimum o Network (TCP/IP) capabilities o 500 sheet large cassette drawer minimum capacity o Manual feed tray included o Must be a laser printer with toner style ink No solid ink alternatives are acceptable o Equipment must be able to print on the following paper sizes: Letter (8.5 x 11) Legal (8.5 x 14) Class 2 Black and White Laser Printer o 45 - pages per minute minimum o Network (TCP/IP) capabilities o 1000 sheet large cassette drawer minimum capacity o Manual feed tray included o Must be a laser printer with toner style ink No solid ink alternatives are acceptable o Equipment must be able to print on the following paper sizes: Letter (8.5 x 11) Legal (8.5 x 14) Class 3 Color Laser Printer o 25 Black and White / 10 Color - pages per minute minimum o Network (TCP/IP) capabilities o 500 sheet large cassette drawer minimum capacity o Manual feed tray included o Must be a laser printer with toner style ink No solid ink alternatives are acceptable o Equipment must be able to print on the following paper sizes: Letter (8.5 x 11) Legal (8.5 x 14) 14
Class 4 Black and White Copier o 45 - pages per minute minimum o Network (TCP/IP) capabilities o Stapling capabilities o 50 page minimum capacity, duplexing automatic document feeder o Collating capabilities o Color Scanning capabilities o Auto-duplexing capabilities o 3000 sheet large cassette drawer minimum capacity o Equipment must be able to print on the following paper sizes: Letter (8.5 x 11) Legal (8.5 x 14) Ledger (17 x 11) Class 5 Black and White Copier o 65 - pages per minute minimum o Network (TCP/IP) capabilities o Stapling capabilities o 50 page minimum capacity, duplexing automatic document feeder o Collating capabilities o Color Scanning capabilities o Auto-duplexing capabilities o 4000 sheet large cassette drawer minimum capacity Letter (8.5 x 11) Legal (8.5 x 14) Ledger (17 x 11) Equipment Locations and Quantities Class 1 Class 2 Class 3 Class 4 Class 5 Central Office 10 1 1 0 1 Support Facility 4 1 1 1 0 Canon-McMillan High School 9 10 4 1 3 Canonsburg Middle School 3 7 3 2 1 Cecil Intermediate 16 2 1 0 1 North Strabane Intermediate 16 2 1 0 1 Borland Manor Elementary 19 0 1 0 1 Cecil Elementary 17 0 1 0 1 First Street Elementary 17 0 1 0 1 Hills Henderson Elementary 17 0 1 0 1 Muse Elementary 16 0 1 0 1 South Central Elementary 27 0 1 0 1 Wylandville Elementary 16 0 1 0 1 15
TOTALS 97 23 18 4 14 Copy Center Equipment In addition to the equipment above, the following minimum requirements are specified for the District s central copy center (one of each item listed): Industrial paper cutter o Manual o Minimum Cutting Width: 24 o Minimum Max Cutting Height: 2 Paper folder o Minimum sheet size: 11 x17 o Minimum Speed: 3,000 Sheets Per Hour o Automatic Paper Feed o Minimum Input Capacity: 75 sheets o Fold Types Letter Fold C & Z Half Accordion Fold Single Fold Double Folds Custom Folding Saddle stapler o Minimum 25 sheets at a time Tape Binding o Minimum Book sizes of: 8.5, 11, and 14 o Minimum Tape Widths: Narrow (up to 125 Sheets) Medium(up to 250 Sheets) Wide(up to 350 Sheets) Laminator o Minimum Laminating Width: 25 o Minimum Speed: 8 FPM o Auto Shutoff Function o Adjustable Speed Black and White Copier o 135 - pages per minute minimum o Network (TCP/IP) capabilities o Auto-duplexing capabilities o Finishing 3 Hole Capabilities 16
Bypass Transport Stacker Stitched Sets Stitcher o Stapling capabilities o Collating capabilities Media Types Cover Stocks Pre-cut and full-cut tabs Carbonless paper Recycled paper o 4000 sheet large cassette drawer minimum capacity Letter (8.5 x 11) Legal (8.5 x 14) Ledger (17 x 11) Color Printer o 40 Black and White / 25 Color - pages per minute minimum o Network (TCP/IP) capabilities o Stapling capabilities o 50 page minimum capacity, duplexing automatic document feeder o Must be a laser printer with toner style ink No solid ink alternatives are acceptable o Collating capabilities o Auto-duplexing capabilities o 2000 sheet large cassette drawer minimum capacity Letter (8.5 x 11) Legal (8.5 x 14) Ledger (17 x 11) 17
ATTACHMENT E: Old Equipment Model Quantity Brother 1240 3 Dell S5200 2 Dell M5200 1 Dell 1320c 1 Dell 3100CN 1 Dell 5100CN 1 HP 1020 1 HP 1200 6 HP 1300N 2 HP 1320TN 4 HP 1505 1 HP 1600 1 HP 2100 33 HP 2175 All In One 1 HP 2200DTN 1 HP 2430TN 1 HP 2550 COLOR 2 HP 2600N Color 1 HP 2605DN Color 2 HP 3600N Color 6 HP 4050TN 1 HP CP1518NI 2 HP CP2025 7 Hp Laserjet 3055 1 HP P1505 1 HP p1600dn 2 HP P2035 34 HP P2055DN 1 HP P3005N 1 HP P3015 1 HP P4014 1 18