RFP 23-14-SP - Multifunction Copiers and Managed Print Services

The Santa Rosa County School Board, Milton, Florida, solicits your company to submit a proposal on "RFP 23-14-SP Multifuction Copiers & Managed Print Services" as listed in this proposal request.

SCOPE OF WORK
Prospective vendors are requested to submit proposals providing new digital, networkable, multi-function copiers (MFC) on a cost-per-copy basis. For the purposes of this solicitation, multi-function copiers (MFC) and multi-function printers (MFP) shall be referenced interchangeably as “MFC” or “Copier.” Copiers shall be provided for a three (3) year contract term with annual renewal agreements during the contract term. Copiers of all sizes and functional abilities are to be submitted based on the attached pricing worksheets (Attachment A) with a list of optional functions and cost. A list of current Copiers will be provided at the pre-proposal conference. The bidding vendor may use the current Copier list as a guide only. Assessment of each site’s current need is required before placement of a new MFC.

A.  General Information

1. Existing Copiers on contract with the School District will remain until the end of their three (3) year contract term. The existing contracts are resulting from Request for Proposal (RFP) 17-04.
2. Each Copier contract agreement resulting from this solicitation shall be for a three (3) year term with annual renewal agreements during the contract term.
3. Prices shall be submitted using Attachment A: Pricing Worksheets.
4. The pricing information shall include a breakdown consisting of cost-per-copy, monthly volume, standard features, and additional optional features.
5. Additional standard features are to be at no extra cost.
6. Additional optional features shall be listed with a cost for each feature.
7. At the end of Copier contract term if the Copier contains a storage device the Awarded Contractor(s) shall destroy the storage device and provide a certificate of destruction to the School District. The certificate of destruction must be signed and include the serial number, make and model of the Copier that housed the storage device. The certificate of destruction shall be sent to the Purchasing Department.
8. As new Copiers are installed within the School District, the Awarded Contractor(s) shall train School District Personnel in the operations and use for the duration of the contract.
9. All Copiers shall be warrantied and include a maintenance plan.

1. Awarded Contractor(s) shall, within thirty (30) days after date of award, develop and maintain a web page to include approved contract information including: detailed price lists, ordering instructions, descriptive information, and product images.

1. Minimum general technical requirements for functionality in digital multi-function Copier units:
   1. Newly manufactured equipment with no used, rebuilt, reconditioned, shopworn, demonstrator, or prototype parts
   2. Capable of copy speed of at least 30 ppm black and white, and 30 ppm full color depending on average usage
   3. Capable of scanning no less than 200 dpi
      1. Direct to one or more email addresses as well as to network file folder
      2. In black and white and in color
      3. Format must be an industry standard (e.g. PDF) and configurable (i.e., capable of faxing)
   4. Capable of two-sided copying/scanning
   5. Capable of date stamping
   6. Capable of three-hole punching
   7. Capable of stapling minimum 50-sheet capacity
   8. Capable of sorting/collating
   9. Capable of reducing/enlarging
   10. Capable of centralized managements of user access and privileges
   11. Capable of handling 8½ x 11, 8½ x 14, and 11 x 17 paper sizes for a minimum of 500 per type
   12. Capable of automatic feeding of at least 50 sheets
   13. Capable of feeding envelopes for black and white printing
2. Minimum general technical requirements for functionality in multi-function printer units:
   1. Newly manufactured equipment with no used, rebuilt, reconditioned, shopworn, demonstrator, or prototype parts
   2. Capable of print speeds of at least 30 ppm
   3. Capable of handling 8½ x 11, 8½ x 14, and 11 x 17 paper sizes
   4. Capable 500 sheet capacity
   5. Capable of network functionality
   6. Capable of duplex printing
3. All proposals for equipment shall be for new equipment only.
   1. In all types and classes, rebuilt, reconditioned, used, shopworn, demonstrator or prototype equipment is not acceptable and will be rejected.
4. Must be equipped with an internal network interface that supports encrypted data transmission on Copiers.
5. Each vendor may submit one (1) copy machine in each class and one (1) alternate in each class, (alternate shall be in the same copying capability range). Use the forms provided for their submission (Attachment A).
6. Respondents may be required to, at no expense to the School/Department/End-user, make available for test/demonstration, equipment equal in all aspects to the solicitation, and/or equipment that may be seen under local operating conditions.
7. Discontinued machines may be replaced with the new replacement model machine at the same cost as per proposal of the discontinued machine after approval by the School District Purchasing Personnel. The attached Copier pricing worksheets (Attachment A) shall be used for each machine offered.
8. Vendors submitting a proposal may add any equipment, programs, or services as a supplement to their proposal.
9. All machines shall be rated as business/commercial grade machines, not consumer grade.

1. Unit prices shall include delivery to the School/Department/End-user, freight on board destination, freight prepaid, delivery, uncrating, assembly, installation, making ready for use, removal of debris and instruction/training of School District Personnel.
2. No other fees or charges will be paid by the School/Department/End-user.
3. Contractor shall visit the School District site to evaluate Copier needs, measure area for proper fit, and review those electrical outlets are sufficient.
4. Contractor shall notify the School/Department/End-user at least forty-eight (48) hours in advance of delivery so that necessary arrangements can be made.
5. Contractor shall be responsible for any damages to building, equipment and individuals as a result of delivery and installation.
6. The successful Contractor must assign one local single point of contact as a representative to deal with all issues concerning the resulting contract. This representative must be able to be contacted by a local or toll-free phone number, by cellular phone, and by e-mail and respond within twenty-four (24) hours.
7. The property tax is the responsibility of the Awarded Contractor(s) not the School District.
8. Awarded Contractor(s) will network/integrate the Copiers at no charge; however, it is the responsibility of the School District to install network drops or fax lines if necessary. At least a twenty-four (24) hour notice shall be given when a new Copier with networking capabilities is to be installed.
9. The Awarded Contractor(s) will receive purchase orders, or an internal funds document (request for purchase form), referencing the proposal number and the description of the machines and break down of scheduled payments from each site. The purchase order or internal funds document will be the agreement; no additional agreements will be signed.

1. The main components of an MPS agreement are needs assessment, selective or general replacement of Devices, and the Service, parts and Supplies needed to operate the new and/or existing Devices, including existing Third-Party Equipment as owned by the School District. The Awarded Contractor(s) track how the Equipment fleet is being used, the problems associated with that use, cutting costs, increasing efficiency, staying competitive, capitalize on growth and usage, and customer (School/Department/End-user) satisfaction regarding meeting statement of work objectives.
2. In addition to the ongoing monitoring and management of a fleet of Devices, Awarded Contractor(s) must also follow the School District’s implementation process, and customer help-desk support and training.
3. Awarded Contractor(s) may also offer hourly Services for consulting purposes, project management, change management plans, and other staffed Services which meet School/Department/End-user needs such as to operate copy centers or complete back file scanning projects. Awarded Contractor(s) agrees to work with the School District’s Purchasing and/or ITS Department(s) for approval of said services before beginning any work with School/Department/End-user.
4. All MPS agreements shall require the Awarded Contractor(s) and School District to complete a detailed statement of work, and it must be approved by both parties prior to the initiation of any agreement.
5. Any MPS agreement shall include the following:
   1. Free Initial Assessment (includes, but is not limited to, document workflow; identification of Service, Supplies, and parts; current output; total cost of ownership; employee to Device ratio; preliminary estimated cost savings);
   2. Implementation (e.g. plan development; hardware and software installation and set-up);
   3. Remote Device Monitoring (e.g. job accounting; automated meter reads; automated toner replenishment, device failure alerts/warnings);
   4. End-user Support (e.g. training; Help Desk);
   5. Account management (e.g. reporting; invoicing; customer business reviews); and
   6. Online Portal (platform/portal to see reports, meter readings, volume of printing, give visibility of devices being managed, management console, consolidated online portal preferred, etc.)
6. The MPS agreement may include, but is not limited to, the following:
   1. Professional Services (e.g. consulting; project management; record management; network and data security; document workflow consulting; document scanning; back-file conversion; mail-room Services);
      1. Awarded Contractor(s) agrees to work with School District’s Purchasing and/or ITS Department(s) for approval of said services before beginning any work with School/Department/End-user.
   2. Cost-based Assessment (e.g. asset mapping; end-user survey; detailed recommendation; analysis and plan design);
   3. Maintenance (e.g. Preventative Maintenance; Service and repair, service level agreement (SLA) that sets expectation dependent upon level of importance; on-site break/fix; parts management; warranty management);
   4. Ongoing Fleet Management and Optimization (e.g. consumable spend; continual assessments; green initiatives; add/move/change Services; disaster recovery).
   5. Software and Cloud Solutions (e.g. mobile print, pull-print, enterprise content management; automated workflow; capture and route; security); and
   6. Cartridge Recycling.
7. The free initial assessment shall not constitute a commitment on behalf of the School District. Upon request from a School District site, Awarded Contractor(s) must provide the assessment with the understanding that the School District site is under no obligation to enter into an MPS agreement.
8. The School District’s ITS Department will drive the complexity of the solution required with a staged approach to implementation.

1. Payments shall be made after services are rendered, upon receipt of invoice per month.
2. Payments must be made thru a Contractor’s online payment portal using a School District
   P-Card (Visa or MasterCard).
3. Invoice shall include current purchase order number or internal funds document number (RP#), cost-per-copy, and monthly charge.
4. Copier renewals for the second and third year shall be made by a new purchase order or internal funds document.
5. Invoices for the second and third year shall show the corresponding purchase order number or internal funds document number.

1. The School District sites shall send written notice to Contractor thirty (30) days prior to their Copier contract end date to allow Contractor preparation for pickup of the Copiers.
2. All Copiers shall be removed from the School District sites within thirty (30) days after the end of the contract date.
3. Copiers that are not removed after forty-five (45) days will be considered abandoned property and will be transferred to the School District warehouse for use elsewhere in the School District or disposed of through the School District Surplus procedures.

1. Provide a minimum of three (3) references, from clients either past or current, from whom Proposer’s company has provided similar service as listed in this RFP.
2. References shall include, at a minimum, client and/or School District’s name, address, contact name, contact telephone number, and project summary provided by proposer.

1. Any contract entered into pursuant to this RFP will be subject to the provisions of Chapter 112, Part III, Florida Statues, (Code of Ethics for Public Officers and Employees).
2. Respondents must disclose with their proposal the name of any officer, director, or agent who is also an employee of the School District, the State of Florida, or any of its agencies.
3. Further, all respondents must disclose the name of any State employee who owns, directly or indirectly, an interest of five (5) percent or more in the respondent’s firm or any of its branches.