REQUEST FOR PROPOSAL. Village of Lemont Two Multi Functional Copiers. May 7, Deadline for submission: 12:00 p.m. (noon) on May 24, 2012

Transcription

1 REQUEST FOR PROPOSAL Village of Lemont Two Multi Functional Copiers May 7, 2013 Deadline for submission: 12:00 p.m. (noon) on May 24, 2012 Responses should be ed to: George J. Schafer Assistant Village Administrator Village of Lemont 1

2 I. Summary The Village of Lemont is accepting proposals for the leasing of two copiers (2) at Village Hall for the Village of Lemont. The desired solution is for the lease of two copiers for 5 years with a Fair Market value buy out option. The Village will consider all vendors and products for this partnership. If a particular vendor supports multiple products, they are welcomed to submit more than one proposal. To be considered, your proposal must be received by 12:00 noon on May 24, The proposal must be ed to George Schafer, gschafer@lemont.il.us with Copier RFP in the subject line. If you wish to also drop off a hard copy proposal, please send to George J. Schafer at 418 Main Street, Lemont, IL by this same end date. II. Introduction / Background The Village of Lemont is accepting proposals for the leasing of 2 multifunctional color copiers / printer / fax / scanners for the Village of Lemont, to be located at 418 Main Street, Lemont, IL A Village staff committee will review proposals and make a recommendation on the chosen vendor/product to the Village Board. The Village intends to make a formal decision on the vendor/product at its June 24th Village Board Meeting (Vendor need not be present). It is expected that the proposed solution will be delivered, installed and users trained during the period June 25 July 3rd. Proposals shall include delivery, installation, training and maintenance of two fully functioning copiers for Village Hall. The solution is for one (1) copier on the first floor and one (1) copier on the second floor. The more heavily used copier will be the first floor copier and will be utilized by approximately 10 employees. The second level copier will be utilized by 3 employees. When recommending solutions to reduce payment for the Village, a scaled down solution for the 2nd level should be considered, due to its lesser workload. Several employees utilize personal copiers in their offices/work areas. However, staff goal is to have the majority of copying/scanning/faxes (especially higher volume) will be done at the new network copiers. Village Hall currently utilizes 2 machines that have expired leases, a Toshiba E Studio 453 and Toshiba E Studio 523. The Village is looking to upgrade its copiers to the newest technologies especially enhanced scan capabilities to continue its paperless efforts. For reference on Village Hall usage, the following totals indicate copy/print counts for each machine from November 2010 to May 6, Although the upstairs copier was used more often during this period, it is anticipated that the downstairs copier will be more heavily during the next term. 2

3 E Studio 453 (1 st floor copier): 152,613 pages E Studio 523 (2 nd floor copier): 232,281 pages The Village currently contracts out for high volume presentation quality work. This includes marketing materials, quarterly village newsletter, annual water report, etc. Although the Village will likely continue to outsource these activities, the desired solution should be able to handle these items and similar jobs in house if the Village desired to do so. The ability to efficiently do some these tasks in house will be a factor in the vendor selection. III. Proposal Requirements The proposal must include at a minimum: A summary of your firm's approach as a partner with your clients. i.e. maintenance, support, account reviews, etc. Model and manufacturer information for each copier you are recommending for the Village. A specification sheet for the product is recommended. A detailed list of features for each copier. Specification sheets for the solutions are recommended. Full breakdown of all costs associated with the solution. See section V on Costs. A detailed description of vendor's lemon clause for the machines. Requirements of Village's network/environment for machines to operate References of other similar environments in which your solution is being utilized. Please include name of account, contact, phone, , and a brief description of scope of work your firm has provided other organizations. List contact and location in which selection committee can view a demo of solution (if desired by selection committee) Signature of an authorized representative of the responding firm on the proposal agreeing to the terms set forth in the RFP and responders' proposal. A detailed description of your maintenance protocol/strategy IV. Deliverables A desired solution would include the following features. Features listed, if provided by the vendors' solution, should be included in the cost at no extra cost to the Village. The list is not intended to be all encompassing. Vendors are encouraged to recommend additional features, and additional features may be considered when selecting the solution. Black/White and Color copying Heavy Production Units (1st floor unit heavier user than 2nd floor) Large capacity feeders 3

4 Copy/Print Speed minimum 50 PPM B/W and Color desired Bypass tray Reduction/Enlargement capabilities Wireless printing Fax capabilities Fax Board Ability to send to a fax number Ability to forward incoming fax to one or more boxes B&W and Color Scanning capabilities Multiple resolutions available for selection Letter, legal and ledger size Dual side scan (with blank page skip) Scan to folder on server drive Scan to folder on USB drive Scan to user Scan format including PDF, TIFF, and JPEG Automatic Document feeder Duplex printing Staple capabilities (multi positions) Hole punch capabilities Envelope capabilities Multiple Paper Trays Multiple sizes (Letter, Legal, Ledger size at minimum) Multiple paper types (bond, card stock, glossy, envelope) Bypass tray Ability to print and scan from/to USB device Must have authentication abilities Must have encryption abilities/capabilities Scan and copy If desired, users must have ability to send a job to the copier, but the printout be delayed until a future time via entering a code into copier Ability to print out monthly usage per department or per user code. Must be able to show how many color copies, how many black and white, scans and fax per user and be able to print the report out. Must have the ability to view/access/configure the device from a browser Machines must include surge protector The two units must have same control panel The two units must have same or similar print driver The machines must be able to electronically transmit meter reads, or be read via online capabilities Hard drive must be able to wiped clean of data electronically and returned to Village at end of lease. The solution must have ability to "lock down" color copying save for entry of user code. Must have features/ability to default copies to black and white if desired by management. OCR software/capability 4

5 V. Costs As part of the proposal process, the responding firm must provide a detailed description of their costs structure for services. The Village of Lemont will not pay tax or any other fee other than the monthly lease payment and maintenance/service agreement. Maintenance agreements covering all aspects of equipment and including toner with a fixed per copy price for the 5 years must be included. This agreement will cover all parts, labor and supplies but excluding paper and staples. Service agreement will be based on accurate usage with no minimums, paid quarterly, but the Village of Lemont has the ability to change to monthly if so desired at a later date. The Village does not want the lease and maintenance services to be lumped together in one payment or invoices. The Village requires a breakout of how much our lease will be with no escalation in cost and how much our service will be for 5 years based on accurate usage billed each quarter or otherwise noted. We are looking for a cost per page for color and a cost per page for black and white per copy. Please note if there are any charge for scanned documents. Please note if there are any other service or software agreements we need to pay for based on the proposed equipment. As part of the cost per page description, please include a detailed description of how these costs are determined as it relates to percentage of ink on a page. i.e. a minor amount of color on a page counts as 1 color copy or % of copy, etc. The equipment will be leased for a 5 year term with a Fair Market Value (FMV) buy out option at the end of the equipment life. If any other options may benefit the Village of Lemont, please note that in the proposal. Training for the full term of the lease on the copier functionality must be provided and detailed in the cost proposal. Training includes in person instruction on the use of the copiers and on print drivers. VI. Key Dates Submission All responses to the Village of Lemont Copier RFP must be received no later than 12:00 p.m. (noon) on Friday, May 24, Responses received after 12:00 p.m. (noon) on Friday, May 24 th, 2013, will not be considered 5

6 Submit responses to: George J. Schafer Assistant Village Administrator Responses via are required. However, if you would also like to submit a hard copy response, you may send it to: Attn: George Schafer Village of Lemont 418 Main Street Lemont, IL Questions regarding the proposal may be directed to George Schafer ( strongly preferred) at gschafer@lemont.il.us or (630) Review The Village of Lemont will review all eligible responses during the two weeks immediately following the submission date. Review may include a request for an in person presentation, demonstration of solution and/or examples of product. After a selection is made from staff level, the contract will be presented to the Village Board at the June 24th Village Board Meeting. The selected vendor will have an indication of their solution being selected prior to June 24th; however, formal approval will not occur until June 24th. Solution Implementation It is expected that the proposed solution will be delivered, installed and users trained during the period June 25th July 3rd. VII. Terms and Conditions Rejection of Proposals The Village of Lemont reserves the right to reject any or all proposals, to waive any informality, and to accept any proposal which the Village deems most favorable to the interests of the Village. Acceptance Submission of any proposal indicates acceptance of the conditions contained in the RFP unless clearly and specifically noted otherwise in the proposal. Withdrawl or Alteration of Proposal In the event a proposer wishes to withdraw or alter its submitted proposal for any reason; it must be withdrawn or altered prior to the proposal end date, May 24th at noon. After that time, the proposer, should the 6

7 proposal have been deemed accepted, will be held in default and therefore liable for any and all additional costs to the Village for obtaining the equipment & services in question. The same should be true should a successful proposer be unable to provide the equipment in accordance with the contracted proposal and/or the proposed delivery time regardless of cause or reason Payment Payment for the lease/maintenance shall be made by the Village through its normal payment process. This process must be in compliance with the Illinois Prompt Payment Act Warranties The successful proposal shall warrant and guarantee that the bid price will be firm and that there will be no escalation at time of deliver. All manufacturer warranties must be in effect and commence on the date that the operational units are delivered to the Village. The proposer s execution of the submission proposal and constitutes acknowledgement and acceptance of terms and conditions. The award proposal shall become binding contract between the Village and the successful proposals upon award by the Village Board. Indemnification To the fullest extent permitted by law, Vendor shall defend, hold harmless, and indemnify the Village, their corporate authorities, trustees, officers, directors, agents, and employees from and against any and all injury, death, loss, property damage, judgments, liens, claims, suits, liabilities, actions, causes of action, demands, expenses, costs, or other liabilities of any character (including reasonable attorneys fees) arising in whole or in part, relating to or resulting from the: (a) failure to comply with, or violation of, any federal, state or local law, statute, regulation, rule, ordinance, order, or governmental directive; (b) acts, omissions or willful misconduct; (c) failure to comply with the terms, conditions, representations, or warranties contained in the Contract Documents; (d) infringement of any patent, trademark or copyright; and, e) performance under this Contract by Vendor, its Subcontractors, or others performing or furnishing any Work directly or indirectly on Vendor s behalf: In connection with any such liabilities, the Village, their officers, agents, employees, representatives and their assigns shall have the right to defense counsel of their choice and Vendor shall be solely liable for all costs, fees and expenses of such defense. Any insurance policies required to be maintained pursuant to the Contract Documents shall in no way limit the extent of Vendor s responsibility to indemnify as herein provided. The terms of this indemnity shall survive the suspension, expiration or termination of this Contract. Kotecki Waiver. Vendor (and any subcontractor into whose subcontract this clause is incorporated) agrees to assume the entire liability for all personal injury claims suffered by its own employees and waives any limitation of liability defense based upon the Worker's Compensation Act and cases decided thereunder. Vendor agrees to indemnify and defend the Village from and against all such loss, expense, damage 7

8 or injury, including reasonable attorneys' fees, which the Village may sustain as a result of personal injury claims by Vendor s employees, except to the extent those claims arise as a result of the Village s own negligence. Response Preparation Cost The Village will not pay any costs incurred by any vendor in the proposal preparation, printing, demonstration or negotiation process. Public Information Release of vendor proposals will be subject to provisions the Illinois Freedom of Information Act Termination of Contract The Organization may, by written notice to the Vendor, terminate the Contract if the Vendor has been found to fail to perform his services in a manner satisfactory to the Organization as per specifications, including delivery as specified. The date of termination shall be stated in the notice. The Organization shall be sole judge of non performance. The Organization may cancel the Contract upon 30 days written notice for cause or reasons other than cause. Evaluation Information The Village reserves the right to a) reject any or all proposals, or to make no award, b) require modifications to initial proposals or c) to make partial or multiple awards. The Village further reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse is beneficial to the Village. Vendors may be asked to provide on site demonstrations. Discussions and negotiations may take place with the short list of vendors to ensure clarification and to obtain a best and final offer. The award will be based upon the proposal that is determined to be the most advantageous to the Village Authorization Proposals must contain a signature of an authorized representative of the responding firm (s). The proposer's execution of the submitted documents with authorized signature constitutes acknowledgement and acceptance of terms and conditions. The awarded proposal itself shall become the binding contract between the Village and the successful proposal upon award by the Lemont Village Board. 8