FINANCE DEPARTMENT COPIER RFP

Transcription

1 FINANCE DEPARTMENT COPIER RFP RELEASE DATE: April 19, 2018 RFP DUE DATE: May 16, 2018

2 Page 2 of 21 REQUEST FOR BID Hays School District Return sealed envelope to: Hays Public Schools USD 489 ATTENTION: Tracy Kaiser Digital Document Imaging Bid For: DIGITAL DOCUMENT IMAGING EQUIPMENT AND SERVICE Bids will be accepted until and opened on: Date: May 16, 2018 Day: Wednesday 323 W. 12 th St. Time: 2:00 PM Hays, Kansas FAXED OR ELECTRONIC BID RESPONSES ARE NOT ACCEPTABLE Conditions under which bids are requested are included. Please review thoroughly. You are invited to bid F.O.B. Destination for DIGITAL DOCUMENT IMAGING EQUIPMENT, SERVICE AND SUPPLIES for the Hays School District per enclosed specifications. All items are to be as specified. All deviations from the exact specifications must be clearly illustrated and duly noted on the bid form Deviation Page. Hays School District personnel will be the sole judge of a products equality and fitness of purpose. Vendors will be expected to submit samples and/or arrange demonstration of products upon request. This bid will be awarded to one (1) vendor. A HAYS PUBLIC SCHOOLS USD 489 purchase order will be issued to the successful bidder. Shipments of supply items must be packaged and labeled with the Purchase Order Number on the outside of the package. We are enclosing only one copy of the bid specifications. Bid price is to be the unit price of the item and must be F.O.B. Destination. DO NOT INCLUDE SALES TAX. PLEASE NOTE: Any questions regarding the bid terms, conditions or specifications shall be directed via to Tracy Kaiser at tkaiser@usd489.com. BIDDERS SHALL SUBMIT ALL QUESTIONS AND/OR REQUESTS FOR CLARIFICATIN BY NO LATER THAN MAY 1, HAYS SHALL SEND ANSWERS AND CLARIFICATIONS TO ALL BIDDERS IN THE FORM OF AN ADDENDUM BY NOT LATER THAN MAY 7, HAYS SCHOOL DISTRICT PERSONNEL RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS. IN ADDITION, HAYS RESERVES THE RIGHT TO REJECT ALL OR PART OF THE SUBMITTED BID If you do not attend the bid opening and wish to know the final result of the bid, THE FINAL RESULTS of bids will be available for your review in the Business Office during the hours of 8:00 AM to 4:30 PM five (5) business days after bid opening. THIS BID IS NOT TRANSFERABLE

3 SCOPE OF PROPOSED CONTRACT Page 3 of 21 The Hays School District (hereinafter referred to as the CLIENT) is seeking qualified bidders (hereinafter referred to as the SUPPLIER) to provide digital imaging devices, service, supplies and software that support the organization s current and long-term document imaging requirements. CLIENT S objective is to establish, under strict budgetary constraints, a primary source relationship with ONE SUPPLIER providing the most competitive and comprehensive response to the criteria and requirements identified herein. We are, therefore, soliciting bids from SUPPLIERS for products and services as specified in this bid. This bid defines CLIENTS requirements and establishes a basis for the assessment of SUPPLIER responses. Your response should include detailed plans for implementation and specify all associated costs. The clarity and precision of your response will be an important factor in our evaluation process. SUPPLIERS shall present a bid that represents a complete and binding offer. BID TIMETABLE Bid Issuance April 19, 2018 Bid Questions Received via to tkaiser@usd489.com no later than May 1, 2018 Responses to Questions ed to all vendors by and not later than May 7, 2018 Bid Due Date & Time May 16, 2018 at 2:00 PM School Board Approval June 18, 2018 New Contract Start Date July 1, 2018

4 Page 4 of 21 PART 1: PROJECT OVERVIEW 1.1 Introduction: CLIENT is soliciting bids from responsible SUPPLIERS to serve as the basis for establishing a fixed-price cost-per-impression (includes hardware, service and all supplies except paper) lease contract between CLIENT and the successful SUPPLIER. Toner is also a part of this contract, and should not be priced separately. This contract will serve to replace all currently installed digital copiers with digital connected imaging devices, (see Section 2.5 Product Specifications for clarification. All copiers as part of this bid will be digitally connected with print and scanning capabilities (faxing capabilities some exceptions). Scanning capabilities shall consist of scanning to file and scanning to . Additionally, the successful SUPPLIER shall provide software to track copy, print and scanning events by location and account number. User credentials should be received from Hays Active Directory network, along with the RFID secure access cards used for building access. 1.2 Objective: CLIENT S number one objective in establishing the Digital Multifunctional Document Imaging Equipment bid is to improve the availability, functionality and quality of document copying. During the course of this five-year contract CLIENT will guarantee the production of total impressions per year for the five-year period, within the terms and conditions of this bid document. The new contract will begin July 1, 2018 and expire June 30, 2023 (unless provisions are made for extensions). It is the intent of the CLIENT that the successful SUPPLIER shall have the installations, key-op training and toner supplies delivered to the HAYS SCHOOL DISTRICT by not later than July 12, 2018 for the production units and July 26, 2018 for the remaining units. 1.3 Evaluation: After determining that a bid meets all specifications, terms and conditions, the CLIENT shall assess the bid in accordance with the evaluation criteria as stated below: Pricing Service level guarantees Delivery and installation End-user training plan Management and reporting Compliance Implementation plan Financial strength References Previous experience Cost Evaluation The cost evaluation shall include all mandatory requirements, including site inspection, installation, training, maintenance and supplies (except paper). 1.4 General Supplier Requirements: SUPPLIERS submitting bids shall be thoroughly familiar with all specifications and requirements of this bid package. The failure or omission to examine any form, instrument or document shall in no way relieve SUPPLIERS of any obligation with respect to this contract. SUPPLIER shall be qualified by experience and adequate financing to provide the equipment and services set forth in this bid. The SUPPLIER shall demonstrate this ability by providing the information as set forth below: The SUPPLIER shall have service unit(s) that can provide a sufficient number of skilled technicians (2 or more), fleet equipment, management personnel and an adequate inventory of repair parts to effectively support CLIENT S cost-perimpression program within 100 miles. Each bidder shall include with their bid a list of its sales/service facilities and/or trained technician locations which will be assigned to any resultant award. The SUPPLIER shall have represented any proposed equipment line for a minimum of two years. 1.5 Inquiries: During the course of the bid process, SUPPLIERS should contact Tracy Kaiser by tkaiser@usd489.com with any questions by not later than May 1, ANY and ALL clarifications shall be submitted via by this date. There shall

5 Page 5 of 21 be NO verbal clarifications. HAYS SCHOOL DISTRICT SHALL SEND ANSWERS AND CLARIFICATIONS TO ALL BIDDERS IN THE FORM OF AN ADDENDUM BY NOT LATER THAN May 7, No Contractual Relationship: CLIENT makes no commitment in or by virtue of this bid to purchase anything from any SUPPLIER. The receipt of any SUPPLIER S quotation shall NOT place CLIENT under any obligation to award the agreement to that SUPPLIER. Such commitments and any binding contractual relationship shall be through the issuance of a purchase order issued by the CLIENT, unless the SUPPLIER requires a written agreement signed by both parties. If the SUPPLIER requires a written contract document, a sample of the SUPPLIER S contract shall be included in their bid response. The SUPPLIER agrees, however, to incorporate its representations in this bid concerning, e.g. performance, into the agreement. Each bid shall constitute an offer, which remains valid for a minimum period of 90 days after the bid submission date. Any bid or proposed contract document submitted by a SUPPLIER is subject to review by CLIENT S Legal Department or their designees. 1.7 Exceptions to the Bid: Any exception to the bid by the SUPPLIER must be explained in detail on the Deviations page (Exhibit D). 1.8 Site Surveys: Prior to installation, SUPPLIER shall survey and review each individual site location to insure the proposed location meets the manufacturer s established installation criteria, including electrical requirements and network connectivity. 1.9 Preparation Cost and Liability: Expenses incurred in preparing and presenting a bid to CLIENT are the sole responsibility of the SUPPLIER and may not be charged to CLIENT in any way. The SUPPLIER specifically agrees that CLIENT shall have no legal liability of any kind for its actions in releasing this bid, or considering and choosing among the bids. Nor shall CLIENT accept any liability or responsibility for the SUPPLIER S actions or any third party in receiving and responding to this bid. SUPPLIER S offer shall be firm for a period of at least 90 days from the closing date indicated in this package for receipt of bids.

6 PART 2: SPECIAL CONTRACT TERMS Page 6 of Common Expiration Dates: All installations under this contract, whether installed initially or via Equipment Contract Addendum (see Exhibit C), shall have a common expiration date of for sixty (60) months after the contract goes into effect, and may be extended, at CLIENT S option, monthly, quarterly or annually for up to two years as determined by CLIENT. Under no circumstances will there be an automatic rollover into a term that exceeds the original 60 months. 2.2 New, Newly Manufactured: SUPPLIER shall clearly indicate the build status of the proposed units. a. New equipment is defined as those units that have been assembled for first-time use with entirely new components. To clarify, any equipment that is manufactured using any percentage of used or reprocessed components would not be considered as new per this section. CLIENT shall be the first user of the equipment with no previous placements (ever) on rental or lease or ever placed in a customer location of any kind. New equipment shall be delivered with no more than 500 set-up impressions on the meter. b. Newly Manufactured units are defined as those models that have been produced entirely or partially from reprocessed components and tested to pass the same quality standards as new equipment (used, reconditioned, remanufactured, discontinued or refurbished equipment not brought up to these equipment standards will not be considered). Newly manufactured equipment shall also carry the same warranty as new equipment and shall have had installed all retrofits designated by its manufacturer as field-mandatory as of the date of installation at CLIENT location and must meet the same 90% uptime requirement as new equipment. 2.3 Equipment To Be Installed: Section 2.5 Product Specifications lists minimum equipment features that the SUPPLIER shall meet, however, the SUPPLIER may exceed the minimum features by proposing faster, larger, and/or more featured machines. All equipment, software and accessories as required to meet the specifications of this contract shall be provided by SUPPLIER, the compensation for which is included in the pricing schedule identified in Exhibit A. 2.4 The Environment: Client is currently using a 1-gigabit network to each device and running on an Active Directory. The protocol is TCP/IP with twisted pair cabling. There is a firewall and web content filtering. a. All connected digital equipment installed by SUPPLIER must be configured to properly network with the CLIENT S existing network software. CLIENT desktops are a mix of the following: Windows 10, Windows 7 b. Major software packages are; Microsoft Office 2016 and Exchange . c. Print Queues can be installed on a Microsoft Print Server. a. When printing to devices, staff should be able to release any print job from a single print queue, to any copier in the district, Follow Me Printing. If this solution costs additional funds, please list this out separately, and do not include it in the cost per impression price. d. The CLIENT will be responsible for providing all wiring, cables and connectors. The SUPPLIER S responsibility will begin at the RJ45 1-gig connection of the imaging device and will include any specific print driver, scanning, or document management software. The SUPPLIER shall be responsible for document management software only if CLIENT decides to purchase it. e. For all digital equipment installed under this contract, the costs for any necessary network installation, print controllers/servers, operator training, and user-level software, including, but not limited to print drivers, are to be included in the SUPPLIER S compensation schedule. 2.5 Product Specifications: All the following units installed under this contract shall be multi-functional digital imaging devices with networking capabilities for copying, printing and scanning.

7 Page 7 of 21 Class 1: Qty: 12 Rated Copy Speed: 36 PPM (or faster) Type: Monochrome Digital Console, capable of making 11 x17 copies Minimum No. of Copy Trays: Dual/ 500 sheets each, 100 sheet by-pass ADF: Console: Duplex Mode: Paper Weight Range: lb. Bond Cabinet: Networked copier/printer/scanner: Finishing: Offset Stacking w/staple (up to 50 sheets minimum) Hard Drive: minimum 250Gb RAM: minimum 4Gb Class 2: Qty: 8 Type: Color Digitial Rated Copy Speed: 45 PPM B/W (or faster), 45 PPM Full color (or faster), capable of making 11 x17 copies Minimum No. of Copy Trays: 2500 sheets large capacity, 100 sheet by-pass ADF: Console: Duplex Mode: Paper Weight Range: lb. Bond Networked copier/printer/scanner: Finishing: Offset Stacking w/staple (up to 50 sheets minimum) Hard Drive: minimum 250Gb RAM: minimum 4Gb Class 3: Qty: 1 Rated Copy Speed: 95 PPM (or faster) Type: Monochrome Digital Console, capable of making 11 x17 copies Minimum No. of Copy Trays: Minimum capacity of 2,000 pages combined, 100 sheet by-pass Large Cap. Paper Tray 3000 minimum ADF: 50 minimum Console: Duplex Mode: Paper Weight Range: 16 Bond 110 lb. Index Cabinet: Networked copier/printer/scanner: Finishing: Stapler, Finisher (up to 50 sheets minimum) with 3-Hole Punch, folder Hard Drive: minimum 250Gb RAM: minimum 4Gb Class 4: Qty: 1

8 Rated Copy Speed: Type: Minimum No. of Copy Trays: Large Cap. Paper Tray ADF: Console: Duplex Mode: Paper Weight Range: Cabinet: Networked copier/printer/scanner: Finishing: Hard Drive: RAM: Page 8 of PPM (or faster) Monochrome Digital Console, capable of making 11 x17 copies Minimum capacity of 2,000 pages combined, 100 sheet by-pass 3000 minimum 50 minimum 16 Bond 110 lb. Index Stapler, Finisher (up to 50 sheets minimum) with 3-Hole Punch, booklet maker, folder, trimmer minimum 250Gb minimum 4Gb Class 5: Qty: 3 Rated Copy Speed: 20 PPM (or faster) Type: Monochrome Digital Console, capable of making 11 x17 copies Minimum No. of Copy Trays: Dual/ 500 sheets each, 100 sheet by-pass ADF: Console: Duplex Mode: Paper Weight Range: lb. Bond Cabinet: Networked copier/printer/scanner: Finishing: Offset Stacking w/staple (up to 50 sheets minimum) Hard Drive: minimum 250Gb RAM: minimum 4Gb For all copier segments: There shall be no additional charge for scanning. 2.6 Guaranteed Minimum Annual Volumes: Average monthly volumes at CLIENT S locations vary from location to location and from month to month. Moreover, CLIENT anticipates volume changes during the course of the contract due to population shifts and implementation of new technology. Therefore, CLIENT will provide SUPPLIER with an aggregate 12-month average copying/printing volume for each year of this contract and, further, will require monthly invoices and provisions for annual overage reconciliation to be done at the end of each contract year. The guaranteed minimum total annual copying/printing volumes for all multifunctional units installed under this contract is 5,100,000 copies each year for five years, subject to annual adjustments as follows: Beginning at the anniversary date of the contract in years two, three, four, and five of this contract, CLIENT shall have the exclusive right to adjust the guaranteed minimum total annual volume listed above for that year up by any necessary percentage or down by a maximum of 10% per year. This will apply to all units installed under the contract based in Exhibits A. CLIENT shall not guarantee minimums or maximums on any individual copiers. In the event CLIENT requires the guaranteed annual minimum volume to be adjusted up or down during the term of this contract, SUPPLIER agrees to adjust its total compensation schedule up or down by the same percentage. For example, if CLIENT adjusts the minimum annual volume down in year two of this contract by 10%, SUPPLIER S per-impression/click charge would remain constant, yet its total compensation would be adjusted down by the same 10%, resulting in a guarantee of

9 Page 9 of 21 only 4,590,000 copies/prints per year X the cost per-impression. Any volume adjustments as described in this section shall not in any way extend the term of this contract. SUPPLIER S Pricing Schedule: SUPPLIER S Pricing Schedule (Exhibit A) shall remain firm during the term of this contract. Should an approved unit listed in Exhibit A become discontinued during the course of this contract, supplier shall substitute a like unit when adding equipment under this contract. Such unit(s) to be substituted shall be approved by CLIENT and be of equal or greater capability as the unit to be replaced, and must be offered at the same per-impression compensation schedule as the original unit identified in Exhibit A. 2.7 Cancellation Policy: Either party may immediately terminate this contract without penalty upon 90 days written notice to the other if: A. The other party has breached any provision of this contract and has failed to cure such breach within thirty (30) days of written notice by the other party. Breaches by SUPPLIER shall include, but not be limited to, the following items: failure to deliver parts and/or services in a timely manner; failure to submit quarterly reports on a timely basis; failure to maintain adequate insurance coverage; unauthorized transfer of responsibilities; failure to utilize the manufacturer s authorized branded and/or authorized parts, supplies or consumables; failure of the products to meet specifications, and/or unsatisfactory customer and/or technical service. 2.8 Monthly Billing/Annual Reconciliation: SUPPLIER shall reconcile CLIENT S actual aggregate copying volume on all equipment installed on an annual basis at the end of each contract year (June 30). Thus, within any given year of this contract, any monthly volume overages will be allowed to carry forward to net against any underage from previous months during that year. The annual reconciliation shall include the issuing of unusable impression credits or service-related credits and the collection of any volume overages due on a fleet-wide basis. The invoice for all overage charges above the annual aggregate guarantee for the previous contract year (July 1 June 30), shall be received by CLIENT by no later than July 31st (30 days after the end of the contract year). SUPPLIER shall at all times assume the responsibility for promptly gathering and reporting accurate meter readings from all units installed under this contract. The first year s minimum volume guarantee divided by 12-months and multiplied by the all-inclusive per-impression cost identified in Exhibit A shall be the monthly payment for the first year of this contract. Subsequent years monthly billing will follow the same procedure with the only change being the adjusted volume guarantee, if any. All charges applicable to all equipment will be billed no later than thirty (30) business days after the end of each calendar month during the term of this contract in one consolidated monthly invoice for the previous calendar monthly activity. The consolidated monthly invoice shall be sorted by school and location and shall itemize the following details on each piece of equipment installed under this contract: The device s school, department and/or location The device s model/serial number The total number of clicks produced on that unit during the month being billed Breakdown of cost by unit 2.9 Device Management Software: The CLIENT desires the ability to monitor copying and printer volumes at random via the internet or intranet using a standard web browser. Products such as Equitrac or Papercut will be considered Monthly Usage Report: Additionally, CLIENT requires the SUPPLIER to provide a monthly usage report by the 10th calendar day of every month the contract is in effect. This monthly usage report will be used by the CLIENT to monitor utilization of equipment and shall list the number of impressions produced in the previous month by unit and by building. Any equipment added, upgraded or downgraded during the term of this contract shall be listed on the same consolidated monthly usage report as described above. The usage report shall include the following: Name of school/building, Machine ID#, machine serial#, and for each copy and printer volume, the following: previous month s meter reading, current month s meter reading, total for the month, total volume to-date, AND monthly and to-date summary totals for entire district for all copy and printer volumes.

10 Page 10 of Annual Uptime Report: In order for CLIENT to properly manage its multifunctional equipment, SUPPLIER shall be required to submit a quarterly uptime summary for all equipment installed under the terms of this contract. This quarterly summary shall include for each unit: The serial number, model name and location of the unit Last meter and current meter The unit s annual volume The total cumulative annual volume to date The number of service calls placed for that unit and the response time and downtime associated with each call The unit s average uptime percentage for the given quarter For the purposes of determining acceptable equipment uptime under this contract (see Section 3.5 Unsatisfactory Equipment Performance), CLIENT will operate the equipment an average of twenty (20) nine-hour workdays per month, from 7 a.m. to 4 p.m. Monday through Friday. SUPPLIER shall submit the annual report for each calendar quarter while this contract is in effect Contract Documents: The contract between CLIENT and the SUPPLIER shall consist of the bid document and any resulting amendments/addendums, the SUPPLIER S response, and a purchase order issued by CLIENT. If SUPPLIER requires the use of a specific document such lease or rental agreements, SUPPLIER shall include a copy of that document with their response. No modification to the terms and conditions set forth in this bid shall be made, or construed to have been made, unless the parties to the contract mutually agree to such modification in writing Compensation: SUPPLIER S total compensation schedule is hereby incorporated in Exhibit A of this proposal. SUPPLIER S net cost-per-impression charges, as listed in Exhibit A, shall include all hardware, parts, consumables (except paper), maintenance and service, integration fees, administration fees, brackets, surge protectors (if necessary), consoles/stands, installation (including any special rigging charges), freight, delivery, all moving charges required during the contract period, initial and on-going training, board upgrades or software/driver upgrades during the course of the contract and all deinstallation costs (including any shipping, prepaid insurance and/or special rigging charges) at the end of the contract. Optional Accessories shall be defined as any component or accessory not required to fulfill all parts of this bid and shall be shown as a separate CPC and attached to Exhibit A. All pricing in Exhibit A shall be fixed for the term of the contract with no price escalation. All charges related to network printing and scanning functionality of all digital multifunctional units, network interface cards, scan boards, print controllers/servers, operator training, PCL and PostScript page description language compatibility, and the required print drivers to facilitate print/scan initiation or reception from user desktops, shall be included in SUPPLIER S pricing as set forth in Exhibit A. No purchase by CLIENT of computers to act as print/scan controllers will be required and CLIENT shall incur no additional costs whatsoever in connecting any equipment installed under this contract to its existing network, other than costs associated with providing the appropriate network cabling. The per-impression overage charges (to be reconciled annually against the current total minimum annual volume guarantee and reflected in the next monthly billing cycle) are as indicated in Exhibit A. SUPPLIER shall also provide credit in the form of cost-per-copy pricing for each copy under the minimum annual volume guarantee, Exhibit A Option to Renew: At its sole discretion, CLIENT may exercise an option to renew this contract and/or any or all Equipment Contract Addenda at the expiration of the 60-month term on a monthly, quarterly or annual basis for up to two additional years under the same terms and conditions as in this contract. Applicable cost-per-impression pricing for the renewal periods are listed in Exhibit A, Part A, #4. If CLIENT decides to exercise this option to renew for one or two years, it will provide written notice to SUPPLIER of its intention to renew at least thirty (30) days prior to the expiration of this contract and/or any Equipment Contract Addendum. Under no condition will this contract or any Equipment Contract Addendum renew automatically.

11 Page 11 of 21 In the event expiration is imminent or has passed with no action by CLIENT, the contract shall continue on an interim monthto-month basis under the same terms and conditions of the existing contract, subject to the approval of CLIENT, until such time as CLIENT notifies SUPPLIER in writing of its decision to extend, renew, cancel, or replace the equipment. The cost-perimpression during this period shall be listed in Exhibits A under the heading of Cost-per-Impression for renewal period. PART 3: Technical Service and Support 3.1 Technical Maintenance Support: The SUPPLIER shall have sufficient management and qualified manufacturer-trained and certified technicians to service all units supplied under the agreement. SUPPLIER shall provide at no additional cost on-going network and application engineering and network support including, operation of all equipment features, software upgrades, use of software, and all upgrades to hardware required supporting the software. Devices shall be able to be configured and monitored remotely. In the case of third party software or hardware, the SUPPLIER should provide the name of the organization that will be responsible for service. Describe specifically the experience of the service organization on the proposed equipment/software, and the type of agreements the SUPPLIER S company has with the service organization. 3.2 Emergency Maintenance/Response Times: All emergency service required to meet the specifications of this contract shall be provided by SUPPLIER during CLIENT S normal business hours (8:00 a.m. to 4:00 p.m. Monday through Friday) the compensation for which is included in the pricing schedule identified in Exhibit A. Within two (2) hours of a remedial service call to the SUPPLIER, a service technician will be required to call the contact at the device location and inform them that he/she has been notified and when he/she will respond to their call. It will be the responsibility of the SUPPLIER to provide service within four (4) hours on-site after a call is placed, during normal business hours. For example, a call placed at 3:00 p.m. on a given day would require a visit by a technician by 10:00 a.m. the next business day. SUPPLIER is responsible for any damage to the premises of any site as a result of the installation and servicing of equipment specified in the contract and shall repair and restore to the original condition any area so damaged within the time frame designated by CLIENT. 3.3 Parts/Supply Availability: The SUPPLIER shall have in place an inventory and delivery system of parts and consumable supplies in quantities sufficient to serve the requirements of this contract. 3.4 Replacement and Back-Up Equipment: Replacement devices are defined as devices(s) that will be installed to replace a device performing unsatisfactorily (see Sect. 3.5) and will remain on site for the term of the contract. All replacement devices shall be new or newly manufactured. Back-up devices (loaners) are defined as devices(s) that will be installed on a temporary basis while the malfunctioning device(s) is repaired or until a replacement device(s) is installed. Back-up equipment will be required after a device has been down for two (2) full consecutive business days. Back-up equipment will be replaced within 30 days with the original device or a new replacement of equal capabilities and features to the original device. Back up equipment may not be new, but must be able to maintain a 90% uptime during the time period that the back-up unit is in use. 3.5 Unsatisfactory Equipment Performance: Each individual unit installed at any CLIENT location under this contract will be required to attain a minimum average of 90% uptime each calendar quarter. Any unit installed under the contract shall be considered down under the terms of this contract whenever SUPPLIER is notified by an authorized representative of CLIENT that (a) image quality becomes unreadable or unacceptable to a CLIENT user and/or (b) any one or more of the specific equipment capabilities listed in this contract are not working to the satisfaction of the CLIENT. As soon as SUPPLIER is notified of one or both of these conditions, all downtime hours, including, but not limited to, technician response time, lack of parts availability and all technician working time (excluding only working time related to correcting problems caused by

12 Page 12 of 21 CLIENT S willful negligence or SUPPLIER performing scheduled preventive maintenance visits as defined in this contract), shall be counted toward each unit s quarterly uptime calculation. The SUPPLIER in the Quarterly Uptime Report shall list all downtime hours for each unit installed under this contract. Any individual unit that does not meet the required 90% uptime requirement for any two consecutive calendar quarters can be replaced at the discretion of CLIENT within ten (10) business days of notification to SUPPLIER from CLIENT for replacement with equipment of the same or better specifications at no additional cost to CLIENT. If any replacement unit subsequently fails to meet the 90% uptime requirement for any two consecutive calendar quarters, this contract with respect to such unit shall, at CLIENT S option, be cancelled without penalty (See 2.7 Cancellation Policy). 3.6 Alternative for Conditions of Replacement: CLIENT S authorized representative is required to contact SUPPLIER and discuss their concerns regarding the excessive number of calls or inability to achieve the required 90% uptime on any individual device. The SUPPLIER will research the matter and follow-up with a return phone call and a plan of action within 24 hours. The SUPPLIER S Technical Manager shall be dispatched on-site to ascertain the malfunctions and make a determination as to what course of action will be taken: 1) Repair the machine 2) A determination is made for complete reconditioning 3) A determination made for replacement 4) If it is determined that reconditioning is the best solution, a back-up machine will be sent and CLIENT S machine brought into the shop for a comprehensive reconditioning 5) If a determination for reconditioning prevails, the machine s performance after reconditioning will be monitored by the SUPPLIER S Technical Manager and CLIENT S authorized representative. CLIENT understands that during the breakin period of either a new machine or a reconditioned one, service calls are eminent. However, calls exceeding the standards set in Part 3.5 Unsatisfactory Equipment Performance, shall cause the machine to be replaced with a new unit of equal or better size and features without question 3.7 Electrical Requirements: All products referred to in Exhibit A shall be capable of operating on 110/120 V, 20 Amp breaker. Or 208/220 V, 20 Amp breaker. Models requiring dedicated outlets may be proposed and should be clearly indicated in SUPPLIER S response. 3.8 Miscellaneous Requirements: An operator's manual shall be furnished with each product Accessories such as sorters, document feeders, large-capacity trays, etc., as specified in the detailed item specifications shall be included in the cost-per-impression bid price in Exhibit A. 3.9 Operator Training Program: The successful SUPPLIER shall provide comprehensive training and implementation. Key Operators at each site shall be trained in the removal of miss-feeds, adding supplies and toner, the routine necessary to schedule service and be provided with phone numbers to call, or on-line contact procedures for both routine and emergency situations. The two production units shall be scheduled to be installed by July 12, The remainder of the units shall be scheduled to be installed by July 26, Throughout the term of the contract, SUPPLIER SHALL PROVIDE additional end-user training and support for the staff of the school district as needed and as requested. SUPPLIER shall provide this additional training and support at no additional charge.

13 PART 4: GENERAL CONTRACT TERMS AND CONDITIONS Page 13 of Indemnification: SUPPLIER agrees to indemnify, defend and hold CLIENT harmless from any liability for any claim, loss, injury or death caused by or alleged to be caused by an act or omission of the SUPPLIER, its agents or employees. 4.2 Risk Of Loss: Upon delivery of equipment described in this contract to CLIENT, risk of loss shall accrue to CLIENT arising only from CLIENT S negligence or willful acts, or from theft or disappearance of the equipment. The risk of loss due to all other causes shall remain with SUPPLIER. 4.3 Title: Title to any equipment required by the contract shall be held by and vested in the SUPPLIER. CLIENT will not remove any ownership identification tags on the equipment or suffer or permit any lien encumbrance of any kind against the equipment or allow it to become fixtures to real estate. 4.4 Taxes: CLIENT is sales and property tax exempt 4.5 The successful SUPPLIER shall perform all services as an independent contractor and not as an agent or employee of the district. The successful SUPPLIER shall be responsible for all liability insurances for their employees and subcontractors. 4.6 Liabilities, Rights And Remedies: SUPPLIER shall agree that CLIENT shall not be responsible for any liability incurred by SUPPLIER or its employees arising out of the ownership, selection, possession, operation, control, use, and maintenance of any deliverables except as otherwise provided in this contract. No provision in this document or in the proposal shall be construed, expressed or implied as a waiver by CLIENT of any existing or future right and/or remedy available by the law in the event of any claim of default or breach of contract made by the SUPPLIER. 4.7 Standards of Conduct and Restrictions on Soliciting New Work: SUPPLIER shall conform to standards of conduct as follows: No SUPPLIER employees, while they are performing assignments hereunder, shall solicit new business on any CLIENT site. SUPPLIER employees shall refrain from discussing any information obtained in the performance of any duty under this contract. SUPPLIER employees shall conduct only such business as covered by this contract during periods paid by CLIENT. Business not directly related to this contract will not be conducted on any CLIENT site. 4.8 Discrimination in Employment Prohibited: SUPPLIER may not, in the performance of this contract, discriminate against any employee who is employed in the work covered by this contract on the basis of race religion, sex, national origin, age, or handicap. This provision shall include, but not be limited to, the following: employment upgrading, demotion, transfer, recruitment, recruitment advertising, layoff; or termination; rate of pay or other forms of compensation; and selection for training, including apprenticeship. 4.9 Confidentiality: SUPPLIER will not use any information, systems, or records made available to it for any other purpose other than to fulfill the contractual duties specified in this contract. SUPPLIER agrees to be bound by the same standards of confidentiality that apply to CLIENT under Kansas or Federal law or regulations Waivers: Any waiver by either party of any rights under this contract shall be in writing, approved by the CLIENT, and shall not be construed as a continuing waiver of other conditions of this contract Binding Effect: This contract shall be binding upon and benefit the respective parties hereto, assigns and successors in interest Non-Transfer: SUPPLIER cannot transfer, subrogate, sub job, sublease, assign, subcontract or exchange any of its obligations under this contract, including but not limited to funding or maintenance services, to any third party without notification to CLIENT and CLIENT S subsequent written approval.

14 Page 14 of Hays School District reserves the right to accept or reject all or any part of any bid, to waive any irregularities and to award items to best serve the interest of the District Each bid must be completed on HAYS SCHOOL DISTRICT bid forms When submitting a substitute article as equal, the full name and illustrated description must be given. The Board of Education and/or administration reserves the right to decide upon its suitability for the intended use and if it is of equal quality Envelopes containing bids must be sealed and marked Digital Document Imaging bid. No attempt will be made to provide special internal mail service for such documents Bids not at the appointed place at time of bid opening will be rejected Faxed Bid/Proposals will not be accepted as sealed bids 4.17 Date of receipt will be considered the effective date all goods and invoices are received Payment of the Seller s invoices is subject to adjustment for any shortage, or for rejection of any item or items. Individual invoices must be issued for each shipment applying against a purchase order. PART 5: GUIDELINES FOR SUBMISSION OF BIDS 5.1 Format and enclosures: In order to be considered compliant, SUPPLIERS shall submit one (1) copy of their bid. Bids shall be assembled in the order as specified below, and shall include the following information with their bids, with pages marked by title: A) Cover Letter SUPPLIERS shall submit a cover letter containing the following: A brief overview of company s background and operations. Statement accepting all contract terms and conditions stated in the bid. Statement of why the SUPPLIER believes that they are the most qualified to provide the equipment and services. A signature by a person legally authorized to bind the SUPPLIER to an offer. B) References SUPPLIERS shall provide three (3) multi-machine customer references that have acquired and installed the same type of equipment bid in similar environments including training. Please include the company name, contact name, phone number and total number of connected and stand-alone units installed. C) Personnel and Support Systems SUPPLIER shall designate its required personnel and support systems as follows: CLIENT requires each bidder to provide evidence of adequate staffing and expertise to service the CLIENT S needs during the tenure of this contract. The SUPPLIER shall provide the names and experience levels of key SUPPLIER personnel who would be assigned to support the needs of CLIENT, including those providing billing, dispatch, administrative, training, technical and network interface support. Tenure of key personnel supporting and responding to this RFP, must reside and work within 100 miles: 1. Manager/president - 2. Sales Rep 3. Service manager 4. Service technicians (2 minimum)

15 Page 15 of 21 D) Installation And Training SUPPLIER shall provide a comprehensive INSTALLTION AND TRAINING implementation strategy according to the following elements: July 12th Installation completed on two production units July 26th Installation completed on remainder of units E) All-Inclusive Cost-Per-Impression Pricing Schedule (Exhibit A): SUPPLIERS shall submit a listing of the proposed units and the related combined all-inclusive cost-perimpression (includes hardware, service and all supplies except paper) pricing for all required units. SUPPLIERS must use Exhibit A to list the proposed models and related accessories that will be installed with the referenced models. Furthermore, SUPPLIERS are required to use Exhibit A to indicate their proposed pricing, to the fifth decimal point, in the following areas. ALL-INCLUSIVE FLEET-WIDE COST-PER-IMPRESSION FOR CONNECTED Class 1-5 UNITS. Applies to the 25 units initially required by CLIENT plus those units that may be added or exchanged during the course of the contract under an Equipment Contract Addendum. COST-PER-IMPRESSION OVERAGE CHARGE (ABOVE GUARANTEED MINIMUM ANNUAL VOLUME). Applies to all impressions that exceed the guaranteed minimum annual volume. Overage volume charges will be reconciled annually and billed at the rate indicated in this area of Exhibit A in the next applicable billing cycle. COST-PER-IMPRESSION PRICING FOR RENEWAL PERIODS. Applies when the contract and/or any individual Equipment Contract Addendum is extended monthly or annually for up to two years at CLIENT S discretion. (Special instructions for completing Exhibit A: As Exhibit A is a crucial tool in comparing all bids received, please do not make any modifications to the format F) Each SUPPLIER shall clearly indicate in their bids where (if any) their product deviates from the requirements/specifications of this request. SUPPLIER shall list all deviations from specifications, terms or conditions on the DEVIATIONS PAGE (Exhibit D). G) Non-Transfer: SUPPLIER shall identify its funding source for the installation of equipment under this contract and state clearly whether any of its responsibilities under this contract, including funding and/or maintenance services, is now or will be in the foreseeable future transferred or subcontracted to any third party. SUPPLIER SHALL PROVIDE A COPY OF THE FUNDING DOCUMENT, INCLUDING ANY TERMS AND CONDITIONS THAT MAY CONFLICT WITH THE TERMS AND CONDITIONS OF THIS BID. H) Space and Electrical Requirements: In this item, SUPPLIER shall state the following specifications for each model proposed: 20+ CPM 1. Floor space required, including accessories, equipment maintenance and space required around the unit for servicing 2. Power required: KVA 3. Cooling load: BTU/hr. 4. Weight: lbs. 5. Power fittings required: plug, receptacle and any connector(s) 6. Breaker size: 7. Number of phases for power supply: 8. Supply voltage(s) and frequencies required: 35+ CPM

16 Page 16 of Floor space required, including accessories, equipment maintenance and space required around the unit for servicing 10. Power required: KVA 11. Cooling load: BTU/hr. 12. Weight: lbs. 13. Power fittings required: plug, receptacle and any connector(s) 14. Breaker size: 15. Number of phases for power supply: 16. Supply voltage(s) and frequencies required: 45+ CPM 1. Floor space required, including accessories, equipment maintenance and space required around the unit for servicing 2. Power required: KVA 3. Cooling load: BTU/hr. 4. Weight: lbs. 5. Power fittings required: plug, receptacle and any connector(s) 6. Breaker size: 7. Number of phases for power supply: 8. Supply voltage(s) and frequencies required: 95+ CPM 1. Floor space required, including accessories, equipment maintenance and space required around the unit for servicing 2. Power required: KVA 3. Cooling load: BTU/hr. 4. Weight: lbs. 5. Power fittings required: plug, receptacle and any connector(s) 6. Breaker size: 7. Number of phases for power supply: 8. Supply voltage(s) and frequencies required: 110+ CPM 1. Floor space required, including accessories, equipment maintenance and space required around the unit for servicing 2. Power required: KVA 3. Cooling load: BTU/hr. 4. Weight: lbs. 5. Power fittings required: plug, receptacle and any connector(s) 6. Breaker size: 7. Number of phases for power supply: 8. Supply voltage(s) and frequencies required: I. Product Literature: All bids shall include descriptive and technical literature for each proposed product in Exhibit A. J. Each SUPPLIER shall submit with their bid a list of its sales/service facilities and/or trained technician locations to be assigned to this contract. K. Each SUPPLIER shall submit any and all deviations from the terms, conditions and/or specifications with their bid using EXHIBIT D. EXHIBIT A

17 Page 17 of 21 BID SUMMARY All Inclusive Cost-Per-Impression-Pricing (Hardware, Service and Supplies except for Paper) DIGITAL MULTI-FUNCTIONAL COPIER/PRINTER/SCANNER PART A: Lease Pricing of Equipment (Includes Equipment, Maintenance, Supplies and Toner, except paper) 1. All-inclusive fleet-wide cost-per-impression price for Class 1 (includes hardware, service, supplies, and toner except for paper) (fixed for 60 months and based on 1,8000,000 b/w copy/print copies per year): 1a All-inclusive fleet-wide cost-per-impression price for Class 2 (includes hardware, service, supplies, and toner except for paper) (fixed for 60 months and based on 100,000 color copy/print copies per year): 1b All-inclusive fleet-wide cost-per-impression price for Classes 3 and 4 (includes hardware, service, supplies, and toner except for paper) (fixed for 60 months and based on 3,000,000 b/w copy/print copies per year): 1c All-inclusive fleet-wide cost-per-impression price for Class 5 (includes hardware, service, supplies, and toner except for paper) (fixed for 60 months and based on 200,000 b/w copy/print copies per year): 2. Overage fleet-wide cost-per-impression price for Class 1 (fixed for entire term of contract): 2a. Overage fleet-wide cost-per-impression price for Class 2 (fixed for entire term of contract): 2b. Overage fleet-wide cost-per-impression price for Classes 3 and 4 (fixed for entire term of contract): 2c. Overage fleet-wide cost-per-impression price for Class 5 (fixed for entire term of contract): 3. Shortage fleet-wide cost-per-impression credit for Class 1 (fixed for entire term of contract): 3a. Shortage fleet-wide cost-per-impression credit for Class 2 (fixed for entire term of contract): 3b. Shortage fleet-wide cost-per-impression credit for Classes 3 and 4 (fixed for entire term of contract): 3c. Shortage fleet-wide cost-per-impression credit for Class 5 (fixed for entire term of contract): 4. Cost-per-impression for renewal periods for Class 1: month-to-month; year 5; year 6 4a. Cost-per-impression for renewal periods for Class 2: month-to-month; year 5; year 6 4b. Cost-per-impression for renewal periods for Classes 3 and 4: month-to-month; year 5; year 6 4a. Cost-per-impression for renewal periods for Class 5: month-to-month; year 5; year 6 PART B: Machines needed Black & Brand & Model Proposed Cost per Copy # Building Location White Color Class 1 Lincoln Elementary Upstairs X 5 2 Wilson Elementary Workroom X 1 3 Hays Middle School Lounge X 1 4 O Loughlin Elementary Library X 1 5 Early Childhood Upstairs X 1 6 Early Childhood Munjor X 1 7 Hays High School Lounge X 1 8 Hays High School Library X 1 9 Hays High School E-Building X 1 10 Roosevelt Elementary Lounge X 1 11 Roosevelt Elementary Library X 1 12 Transportation Office X 5 13 Rockwell Administration Learning Center X 1 14 Rockwell Administration Nutrition Services X 5 15 Westside Office X 1 16 Lincoln Elementary Office X 2 # Building Location Black & White Color Class Brand & Model Proposed Cost per Copy

18 17 Wilson Elementary Lounge X 2 18 Hays Middle School Office X 2 19 O Loughlin Elementary Office X 2 20 Early Childhood Office X 2 21 Hays High School Office X 2 22 Roosevelt Elementary Office X 2 23 Rockwell Administration Office X 2 24 Rockwell Administration Copy Center X 3 25 Rockwell Administration Copy Center X 4 Page 18 of 21 PART C: The Cost for Adding One (1) Piece of Equipment At Any Time During the Contract (to be invoiced separately) Class 1 $ cost per copy 2 $ cost per copy 3 $ cost per copy 4 $ cost per copy 5 $ cost per copy PART D: Cost of including optional software to manage entire fleet, providing reports and management based on location and users (ie., Papercut, Equitrac, etc,). EXECUTION OF OFFER IMPORTANT: PLEASE BE SURE YOUR ENVELOPE IS SEALED, ADDRESSED AND MARKED: BID--DIGITAL DOCUMENT IMAGING EQUIPMENT AND SERVICE Date: Under penalty of perjury the undersigned offeror certifies that this offer has not been arrived at collusively or otherwise in violation of Federal or District antitrust laws. OFFEROR (please print or type) SIGNATURE PLEASE PRINT NAME TITLE: COMPANY ADDRESS CITY/STATE/ZIP ( ) ( ) TELEPHONE FAX ADDRESS PART A: EXHIBIT B Instructions for completing Exhibit A

19 Page 19 of 21 Line 1 Identify the 60 month firm price for cost-per-impression for each class. This CPC price covers cost of equipment, all maintenance costs, and all supply costs other than paper. Line 2 Identify the price for cost-per-impression for Class 1 overages to be reconciled at the end of each 12-month contract term. Overages are copies over the guaranteed annual minimum. 1 st year 5 th year guaranteed annual minimum = _1,800,000 Line 2a Identify the price for cost-per-impression for Class 2 overages to be reconciled at the end of each 12- month contract term. Overages are copies over the guaranteed annual minimum. 1 st year 5 th year guaranteed annual minimum = _100,000 Line 2b Identify the price for cost-per-impression for Classes 3 and 4 overages to be reconciled at the end of each 12-month contract term. Overages are copies over the guaranteed annual minimum. 1 st year 5 th year guaranteed annual minimum = _3,000,000 Line 2c Identify the price for cost-per-impression for Class 5 overages to be reconciled at the end of each 12- month contract term. Overages are copies over the guaranteed annual minimum. 1 st year 5 th year guaranteed annual minimum = _200,000 Line 3 Identify the price for cost-per-impression for shortages (the number of copies less than the guaranteed minimum) to be credited to CLIENT at each 12-month reconciliation. Line 4 Identify the price for cost-per-impression for any optional renewal periods for each class. PART B: Identify a model for the machine requested and enter in the cost per copy. PART C: Identify the cost per copy for adding one (1) machine at a time. Price shall be firm during the remaining contract period.