PRINCE GEORGE S COMMUNITY COLLEGE 301 Largo Road Largo, Maryland 20774

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1 PRINCE GEORGE S COMMUNITY COLLEGE 301 Largo Road Largo, Maryland REQUEST FOR PROPOSAL #16-11 LEASE FOR NEW COPIERS/MFD s AND PRINT MANAGEMENT SOFTWARE April 29, 2016 Submit Sealed Competitive Proposals to: Office of Procurement and Contracting Prince George s Community College 301 Largo Road Largo, Maryland Proposal Due Date: May 20, 2016, 10:00 A.M. There will be no pre-proposal meeting for this RFP. In the event the college closes as a result of inclement weather or for other unanticipated reasons proposals will be due on the next day that the college is officially open, at the same time. PROSPECTIVE CONTRACTORS WHO HAVE RECEIVED THIS DOCUMENT FROM A SOURCE OTHER THAN INDICATED SHOULD IMMEDIATELY CONTACT THE ISSUING OFFICE AND PROVIDE THEIR NAME AND MAILING ADDRESS IN ORDER THAT AMENDMENTS TO THE RFP OR OTHER COMMUNICATIONS CAN BE SENT TO THEM. ANY PROSPECTIVE CONTRACTORS WHO FAIL TO NOTIFY THE ISSUING OFFICE WITH THIS INFORMATION ASSUME COMPLETE RESPONSIBILITY IN THE EVENT THAT THEY DO NOT RECEIVE COMMUNICATIONS FROM THE ISSUING OFFICE PRIOR TO THE CLOSING DATE. 1

2 TABLE OF CONTENTS INSTRUCTION TO BIDDERS...4 INTRODUCTION.. 7 TENTATIVE TIME FRAME FOR PROCESS OF SELECTION OF FIRM, CONTRACT AWARD, AND NOTICE TO PROCEED.. 7 CONTACT POINT..8 INTERPRETATIONS, DISCREPANCIES, OMISSIONS 8 CHANGES TO THE PROPOSAL SPECIFICATIONS 8 PROPOSAL FORMS. 9 LATE PROPOSALS 9 INCLEMENT WEATHER AND OTHER UNANTICIPATED COLLEGE CLOSINGS. 9 ERRORS IN PROPOSALS.9 PROPOSAL DOCUMENTS.. 9 SUBMISSION OF PROPOSALS.10 CRITERIA FOR EVALUATION OF PROPOSAL.11 AWARD OR REJECTION OF PROPOSALS 12 PRINCE GEORGE S COMMUNITY COLLEGE RESERVED RIGHTS.12 RIGHT TO ACCEPT OR REJECT PROPOSALS. 12 GOVERNING LAW 13 RELATIONSHIP OF PROPOSAL AND FINAL CONTRACT..13 FORMAT AND OUTLINE FOR SEALED COMPETITIVE PROPOSALS..14 SECTION I TITLE PAGE..14 SECTION II PRICE PROPOSAL. 14 SECTION III QUALIFICATIONS OF FIRM

3 TABLE OF CONTENTS (CONT.) SECTION V ETHICS STATEMENT..16 SECTION VI FIRMS PROPOSED PROJECT SCHEDULE SECTION VII ADDITIONAL INFORMATION..17 STATEMENT OF COLLEGE REQUIREMENTS...17 GENERAL PROVISIONS.17 INSURANCE REQUIREMENTS 17 SCOPE OF SERVICE 19 MANAGED PRINTING SOLUTION...20 COPIER SPECIFICATIONS.25 PRICE PROPOSAL FORM..29 ETHICS STATEMENT. 32 BLANK PAGE INSTRUCTIONS AND REGULATIONS FOR BIDDING MANDATORY PROCUREMENT CONTRACT PROVISIONS MINORITY BUSINESS ENTERPRISE PARTICIPATION PROVISIONS MINORITY BUSINESS ENTERPRISE UTILIZATION AFFIDAVIT MINORITY BUSINESS ENTERPRISE PARTICIPATION SCHEDULE BID PROPOSAL AFFIDAVIT 3

4 BOARD OF TRUSTEES PRINCE GEORGE S COMMUNITY COLLEGE REQUEST FOR PROPOSAL #16-11 LEASE FOR NEW COPIERS/MFD s AND PRINT MANAGEMENT SOFTWARE The College invites competitive sealed proposals for the replacement and maintenance of 21 copiers/mfd s on campus and extension centers by a firm having a minimum of ten (10) years of experience in providing the services required through this proposal. These devices will be leased for a 60-month time period. Location, specification, and current device is provided on Appendix I. In addition, the College is planning to purchase print management software to be used on all printers, copiers, MFD s. The proposing firm must supply, as part of the proposal, a listing of five (5) client references from educational institutions or of a similar nature in the state of Maryland. All addenda, including questions and answers, will be posted on the College s Procurement website at and emaryland Marketplace website at It is the bidder s responsibility to monitor these sites and download the addenda. One (1) original plus four (4) copies of the technical proposal and one (1) original of the price proposal, in a separate sealed envelope, shall be submitted to the Procurement Office, located in Kent Hall, Room 264, not later than 10:00 a.m. on May 20, Proposals must be valid for 90 days. It is the intent of the College to award the contract by May 31, Removal, installation and implementation of the software and equipment will occur by June 30, The College reserves the right to accept or reject any and all proposals, in whole or in part, received as a result of this RFP; to waive minor irregularities or technicalities, or to negotiate with all responsible Proposers, in any manner necessary, to serve the best interest of the College. Further, the College reserves the right to make an award in whole, in part, or no award at all. INSTRUCTIONS TO BIDDERS 1. Preparing your proposal: Prior to preparing your proposal, familiarize yourself with the specifications, all appendixes, and all package documents. 2. In filling out Proposal Forms: a. Use only forms supplied by the college. b. Make an original and four copies for submission. See Paragraph j. below. c. Fill in all spaces. d. Do not alter or change any wording in the proposal form. e. List all addenda received. Failure to list all addenda may disqualify your proposal. f. Sign the original and four copies of the completed proposal form in pen and ink. Individuals: Sign with full name and address. 4

5 Partnerships: A general partner must sign and state his or her address. List the names and addresses of all other partners. Corporations: An authorized office of the corporation must sign on behalf of the corporation. Include the name and address of the corporation and affix the corporate seal. Print or Type the names of all signers below their signatures. g. Attach the Bid Proposal Affidavit. Failure to submit a properly executed Bid Proposal Affidavit with proposal response may lead to the disqualification of bidder. h. Attach references. i. Place the original and four (4) copies of the completed and signed proposal form, and all attachments in an envelope addressed to: Board of Trustees of Prince George s Community College, c/o Interim Director of Procurement, Kent Hall, Room 264, 301 Largo Road, Largo, Maryland 20774, bearing on the outside the name and address of the bidder, the title of the proposal and the proposal closing time and date. j. Seal and Deliver: Delivery, whether by mail or otherwise, must be made to the Office of Procurement and Contracting, Kent Hall, Room 264, prior to the submission date and time. Late proposals will not be accepted. Proposals received after the date and time designated for receipt of Proposals cannot be accepted and will be returned to firms unopened. Any proposal may be withdrawn prior to the Proposal submittal date and time; however, all Proposals are considered final after the date and time for receipt of Proposals. Final Proposals may not be withdrawn, or canceled for a period of 90 days after the time and date designated for receipt of final Proposals. Proposals will not be accepted via fax. The college will not accept oral proposals, proposals submitted via the telephone, or electronically. 3. Reserved Rights: The Board of Trustees of Prince George s Community College reserves the right to reject any or all Proposals or to accept any proposal in the college s best interest, and to waive any formalities, informalities or technicalities as it deems necessary, appropriate and in the college s best interest. The college reserves the right, prior to award, to negotiate such changes with the qualified responsive bidder submitting the low bid and to award a contract incorporating such agreed upon changes to that bidder. Final award of contract is subject to the availability of funding for this project. 4. Discrepancies: Should a proposer find discrepancies in the specifications, or be in doubt of the meaning or intent of any contract documents, proposer shall request a clarification from the Office of Procurement and Contracting not later than seven days prior to the proposal submission date (Saturdays and Sundays excluded), so that an addendum or other clarification may be issued. Failure to request such a clarification is a waiver to any claim by the bidder for a price adjustment to compensate for additional costs incurred by reason of later clarification of the contract documents. 5. Late Penalty Charge: The contractor shall be liable for a late penalty charge in the amount of one thousand dollars ($1,000) per day for each day that any assigned task remains uncompleted beyond 5

6 the specified time for completion; however, that due amount shall be taken for any time extensions to which the contractor is entitled under the contract. 6. MBE Participation The College has established a MBE goal for this project, with mandatory 25% MBE participation. It is the policy of Prince George s Community College to encourage minority businesses and local businesses to provide goods and services for the performance of College functions. Minority businesses include non-profit entities organized to promote the interests of handicapped persons and firms that are 51% owned and controlled by a member(s) of socially or economically disadvantaged minority groups, which include: Blacks, Hispanics, American Indians, Alaska natives, Asians, Pacific Islanders, women, and the mentally or physically disabled. The contractor is required to demonstrate that a mandatory minimum 25% of the subcontractors and/or vendors anticipated to be retained by the Contractor for the College s project are minority firms. NONDISCRIMINATION IN PROCUREMENT The Board of Trustees is committed to a policy of nondiscrimination and equal opportunity in all procurement activities, to the end that the college purchases and contracts shall be solicited and entered into without regard to the race, color, religion, sex, marital status, age, handicap or national origin or status as a Vietnam War Veteran, qualified disabled veteran, or qualified individual with a disability, of any bidder, prospective bidder, vendor or contractor. MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO PARTICIPATE IN THIS SOLICITATION. MINORITY BUSINESS ENTERPRISE YES NO CERTIFICATION # 6

7 INTRODUCTION Prince George s Community College is seeking proposals for the following professional equipment and software to include the following: Copiers/MFD s removal of old equipment where necessary a 60-month lease on 21 new copiers/mfd s installation and training on all equipment maintenance on all equipment Software the purchase including implementation and installation of print management software on all new and current equipment. TENTATIVE TIME FRAME FOR PROCESS OF SELECTION FOR FIRM, CONTRACT AWARD, AND NOTICE TO PROCEED: April 29, 2016 May 6, 2016, 2:00 pm May 13, 2016 RFP posted on emaryland Marketplace and the college website and in the Washington Times newspaper Cut-off for questions Final answers to questions/clarifications May 20, 2016 Due date for proposals. All proposals are due in the Office 10:00 a.m. of Procurement and Contracting, Kent Hall, Room 264, Prince George s Community College, 301 Largo Road, Largo, Maryland prior to the date and time stated. May 23 th through May 27th May 31, 2016 Review of proposals by committee Award of Contract 7

8 1.0 CONTACT POINT INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS All contact with Prince George s Community College regarding any matter concerning this Request for Proposal (RFP) must be made through Ms. Lynnette Ellington, Procurement Coordinator, at lellington@pgcc.edu. Under no circumstances are the firms including third party firms, or their staffs, allowed to contact other college staff, faculty or any related constituency for purposes associated with the RFP, including but not limited to, obtaining or providing additional information. Firms failing to comply with this requirement may be disqualified. The college may, at its discretion, designate one or more of its employees as a liaison(s) to firms. This designation would most likely occur after the deadline for submission of Proposals. Communication between a firm and the college could then occur through a liaison(s). 2.0 INTERPRETATION, DISCREPANCIES AND OMISSIONS 2.1 Firms must carefully examine the proposal documents. Should any firm find discrepancies or omissions in this RFP, or be in doubt as to the meaning of any aspect of this document, the firm should direct inquiries and /or requests for clarification of the documents, specifications or the process as a whole to: Ms. Lynnette Ellington, Procurement Coordinator, at lellington@pgcc.edu. 2.2 All questions regarding the proposal shall be directed, via , to Ms. Lynnette Ellington, not later than 2:00 p.m. on May 6, Firms are advised that the college reserves the right to use its best judgment in choosing to respond or not respond to any questions received after the above stated cut-off date for questions. 2.3 Clarifications of the RFP, in the form of addenda, will be posted to the college s website and the emaryland Marketplace website, by the college, to all firms of record, who have obtained Proposal documents, as the college deems it appropriate and necessary to do so. The college reserves the right to waive any and all Proposal technicalities, formalities or informalities at any time prior to or after the date of receipt of proposals as it deems appropriate and in the college s best interest. 3.0 CHANGES TO THE PROPOSAL SPECIFICATIONS The college reserves the right to change the contents of this Request for Proposal (RFP) where necessary for the proper fulfillment of the intentions of this RFP. The mailing, in a United States Post Office box, or the faxing of a written communication or an , notice or order, addressed to a firm, at the business address filed with the college, or the business fax number or address filed with the college, shall be considered as sufficient service upon the firm of such communication, notice or order, and the date of said communication shall be the date of such mailing/faxed/ ed communication. 8

9 4.0 PROPOSAL FORMS Firms are hereby advised that failure to use or fully complete the college s proposal forms as provided herein for the submission of proposals may result in a firm s proposal being determined to be technically non-responsive. Moreover, firms shall attach to the front of the proposal a copy of their State of Maryland business license. 5.0 LATE PROPOSALS It is the firm s responsibility to ensure that their Proposals are received in the Office of Procurement and Contracting in Kent Hall, Room 264 no later than 10:00 am on May 20, Late Proposals will not be considered and will be returned to firms unopened. 6.0 INCLEMENT WEATHER AND OTHER UNANTICIPATED COLLEGE CLOSINGS In the event the college closes as a result of inclement weather or for other unanticipated reasons, Proposals will be due on the next day that the college is officially open, at the same time. 7.0 ERRORS IN PROPOSALS 7.1 Firms are responsible for the accuracy of their quoted prices. In the event of a discrepancy between a unit price and its extension, the unit price will govern. In the event of a discrepancy between written words and figures on the Proposal Forms the amount stated in written words shall govern. 7.2 Proposals may be amended or withdrawn by the firm up to the date and time designated for receipt of Proposals. After that time, in the event of an error, Proposals may not be amended. All Proposals are considered final after the date for receipt of Proposals. Proposals may not be withdrawn, modified or canceled for a period of 90 days after the date designated for receipt of Proposals. The college does however, reserve the right to contact any or all firms to verify information included in their Proposal and to clarify any questions regarding the information submitted in the Proposal, in order to ascertain whether the Proposals received are both responsive and responsible. The college also reserves the right to waive any formalities, informalities or technicalities in evaluation of the Proposals as are deemed appropriate, necessary and in the college s best interest. 8.0 PROPOSAL DOCUMENTS 8.1 In making copies of the Proposal documents available on the above terms, the college does so only for the purpose of obtaining Proposals on the work described in the RFP. The college does not grant permission for any other use of these documents. 9

10 9.0 SUBMISSION OF PROPOSALS Firms must submit four (4) copies, one (1) signed original of their proposals and attachments to the following address: In a sealed envelope/box, clearly marked: Ms. Lynnette Ellington Procurement Coordinator Kent Hall, Room 264 Prince George s Community College 301 Largo Road Largo, Maryland REQUEST FOR PROPOSAL #16-11 LEASE FOR NEW COPIERS/MFD s AND PRINT MANAGEMENT SOFTWARE Moreover, firms shall attach to the front of the proposal a copy of their State of Maryland license. Proposals will be accepted up to but not later than 10:00 am on May 20, Firms are responsible for ensuring that proposals are received by the above office prior to the deadline. Proposals received after the deadline will not be considered. Proposals will not be accepted via fax or . The college will not accept oral proposals or proposals submitted via the telephone. Any response to this RFP will be considered a legal offer. Quoted prices must be firm for a minimum of ninety (90) days from the deadline for receipt of proposals. 9.1 VENDOR COSTS INCURRED BY RESPONDING FIRMS All costs incurred by the responding firms associated with the preparation, submission, and presentation of proposals, and attendance at meetings, including but not limited to, costs related to transportation, meals, lodging and other related expenses, will be the sole responsibility of the respondent(s) and will not, under any circumstances be reimbursed by the college. The successful bidder(s) will be responsible for all costs associated in the performance of this contract PROPOSALS 10.1 The college may make such investigations as are deemed necessary to determine the ability of a firm to perform the work as specified herein The college reserves the right to clarify information submitted in a Proposal to determine whether an error has been made or whether a waiver of formality, informality or technicality is appropriate. Firms shall furnish the college all such information and data necessary for the college to determine if the Proposal is responsible and responsive to the college s requirements as stated herein. 10

11 11.0 CRITERIA FOR EVALUATION OF PROPOSAL 11.1 Firms proposals will be evaluated with the objective of selecting a firm best qualified to provide the removal, leasing, installation and training for copiers and the installation, implementation, training and maintenance of -print management software. The firm s proposals will be evaluated by the responsiveness to the college s requirements and which best meets the current and future operational needs of the college Firms are hereby advised that the college may give priority consideration to those firms which have past experience in providing the equipment, software, and services to Maryland community colleges. Therefore, although cost is a significant factor, it will not be the sole determinant in the final award of contract. The college will specifically evaluate proposals on the basis of the specific criteria and percentage weights outlined below: 1. Understanding of need, contract requirements, and ability to satisfy the desired characteristics. 45% 2. Maintenance, repair turnaround time, staffing, and reasonable timelines. 15% 3. Firm reputation, qualifications, financial stability 15% 4. Recommended software, training, installation & maintenance solution 15% 5. Experience with Maryland community colleges 10% The firm needs to score at least a minimum of 80 points to be considered The college reserves the right to clarify information submitted in a proposal to determine whether an error has been made or whether a waiver of formality, informality or technicality is appropriate. Firms shall furnish the college all such information necessary for the college to determine if the proposal is responsible and responsive to the college s requirements as stated herein Proposals received by the closing deadline will be initially reviewed for compliance with the RFP. Proposals that are incomplete or that fail to comply with the RFP requirements may be classified as non-responsive and may be returned to the proposing firm Compliant technical proposals will be evaluated by an evaluation committee and reviewed by a member of the Procurement and Contracting Office. After determining compliance with the RFP minimum requirements, the evaluation committee will assess and score each responsive technical proposal in accordance with the criteria above with the exception of cost The price proposal will be opened after the technical scoring and combined with the technical scores to determine a total score. Technical criteria will be given greater weight than price. At the discretion of the Interim Director of Procurement following scoring and recommendation by the evaluation committee, the College may establish a short list of qualified firms. 11

12 12.0 AWARD OR REJECTION OF PROPOSALS 12.1 The proposal will be awarded to the firm or firms complying with all the provisions of this RFP and the stated criteria, subject to the availability of funding and provided it is in the best interest of Prince George s Community College to award the contract. The college reserves the right to award a contract in the aggregate or award separate contracts in the best interest of the college Prince George s Community College reserves the right to reject any or all proposals, at any time, whenever such is in the best interest of the college The college reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such firm fails to satisfy the college that such firm is qualified to carry out the obligations of the contract therein Conditional proposals will not be accepted, i.e. hourly rates If the firm, to whom an award is made, shall fail to execute the contract as specified, the award may be annulled and the contract awarded to the second most responsive and responsible firm, and such firm shall fulfill every stipulation included herein, as if the firm were the original party to whom the award was made, or again, the college may at that point reject any and/or all of the proposals as its interest may require PRINCE GEORGE S COMMUNITY COLLEGE RESERVED RIGHTS Prince George s Community College reserves the right to: 13.1 Negotiate with more than one firm; 13.2 Negotiate services different from those proposed by a firm; 13.3 Acquire third party services if deemed to be in the best interest of the college; 13.4 Adopt any or all portions of a firm s proposal to best serve the needs of the college; 13.5 Modify or waive minor irregularities, inconsistencies and technical defects in firms proposals if deemed to be in the best interest of the college; 13.6 Decide whether or not work is to be subcontracted; 13.7 Approve the selection of subcontractors, if any RIGHT TO ACCEPT OR REJECT PROPOSALS The college reserves the right to accept or reject any or all firm proposals or parts thereof received as a result of this RFP. A firm s proposals may be rejected for one or more, but limited to the following reasons: 14.1 Failure of firm(s) to submit proposals within the time frame specified herein; 12

13 14.2 Failure of firm(s) to provide required information; 14.3 Failure of firm(s) to respond to a request for clarification, presentation or demonstration; 14.4 Failure of firms(s) to follow the prescribed RFP preparation, submission and response format instructions; 14.5 Collusion among or between firms; 14.6 Unbalanced proposals; that is proposals in which the prices quoted for some items are out of proportion to those quoted for other items; 14.7 Lack of responsibility on the part of the proposing firm(s); 14.8 Financially instability; 14.9 Failure of firm(s) to successfully negotiate a contract GOVERNING LAW Any contract negotiated as a result of this RFP will be governed by the laws of the State of Maryland. The successful firm shall at all times observe and comply with Federal, State of Maryland and local laws, ordinances, orders, codes and regulations existing at the time of or enacted subsequent to the execution of a contract which in any manner affects the firm s ability to perform contractual requirements RELATIONSHIP OF PROPOSAL AND FINAL CONTRACT 16.1 The proposal of the successful firm will be attached to and will become an integral part of the negotiated final contact. END OF SECTION 13

14 FORMAT AND OUTLINE FOR SEALED COMPETITIVE PROPOSALS All Proposals are expected to be prepared in accordance with the format listed below. Furthermore, five (5) copies of the Proposal (an original and four copies) should be submitted, signed, sealed and endorsed with the statement Request for Proposal #16-11: LEASE FOR NEW COPIERS/MFD s AND PRINT MANAGEMENT SOFTWARE clearly marked on the front of the Proposal envelope. Proposals should be mailed or delivered in person, to the Office of Procurement and Contracting, as indicated above under the time frame for firm selection, et al. Proposals not in conformance with or responsive to the stated requirements may be rejected at the discretion of college officials. Firms shall provide the required information separated into the following sections: 1.0 Title Page; 2.0 Firm s Proposal Price including interest rate for lease/purchase of copiers/mfd s, monthly cost of maintenance, and cost of print management software to include implementation, training, and maintenance in a separate sealed envelope; 3.0 Firm s Statement of Qualifications; 4.0 Conflict of Interest Statement; 5.0 Ethics Statement; 6.0 Firm s Proposed Project Schedule; 7.0 Additional Information. SECTION 1.0 TITLE PAGE: As a minimum, the title page shall include the name of the proposal (Response to Prince George s Community College Request for Proposal #16-11 Lease for New Copiers/MFD s and Print Management Software). The name and working address of the proposing company; the name, telephone number, and address of the primary company person to be contacted with reference to the proposal; and the date of submission. SECTION 2.0 PRICE PROPOSAL, SUBMITTED IN A SEPARATE SEALED ENVELOPE: The college has asked firms to provide various pricing to provide the lease, copiers/mfd s, and print management software. These options are as follows: 2.1 Leasing Proposal: Proposal price for the removal, leasing, installation, training, and maintenance for 21 new copiers/mfd s and cost per month. Include proposed replacement for each location listed in Appendix I; 2.2 Software Proposal: Proposal price for the purchase, training, installation and implementation of software. Include the annual maintenance cost of the software. 14

15 The college has requested this breakout of pricing so it may retain the right to award the contract in its entirety to a single firm, or to divide the award into two separate contracts such that the lease of the copiers/mfd s and maintenance would be awarded under a separate contract for a competing vendor. The proposal should identify and describe any anticipated potential issues, the firm s approach to resolving these problems and any special assistance that will be requested from the college. REPORT FORMAT The proposal should include sample formats for required reports. NO DOLLARS SHOULD BE INCLUDED IN THE TECHNICAL PROPOSAL. SEALED COST PROPOSAL: 1. Total All-Inclusive Maximum Price The sealed cost proposal should contain all pricing information relative to performing the statement of work in Appendix I and II as described in this Request for Proposal. The total, all-inclusive maximum price to be proposed is to contain all direct and indirect costs including all out-of-pocket expenses. The college will not be responsible for expenses incurred in preparing and submitting the technical proposal or the sealed cost proposal. Such costs should not be included in the proposal. The first page of the sealed cost proposal should include the following information: a. Name of firm b. Certification that the person signing the proposal is entitled to represent the firm, empowered to submit the bid, and authorized to sign a contract with the college. c. A total price for the leasing, removal, installation, training, and maintenance price for the next 60 months. d. A total price for the purchase, installation, implementation, and maintenance of print management software. The Price Proposal Form included within the Project Proposal Forms section of this RFP, must be used in submitting a Proposal. The Proposing firm s failure to use this form may result in the Proposal being rejected for technical non-responsiveness. Moreover, it is the Proposing firm s responsibility to ensure that they have received all addenda and receipt of addenda must be acknowledged by the proposing firm on the Proposal Form. Failure by a proposing firm to acknowledge receipt of addenda, if any, may also result in a firm s Proposal being determined to be technically non-responsive. SECTION 3.0 QUALIFICATIONS OF FIRM Prince George s Community College may contact references as it deems necessary to determine the ability of the firm to meet all the terms of the stated specifications. Moreover, the college 15

16 reserves the right to request any other information and data for the purpose of determining the firm s ability to perform the contract that it deems necessary. The following information related to firms qualifications must be provided. No Proposal form has been included for the provision of this information, therefore firms may use their own letterhead in responding to this section. 3.1 Firm References refer to 3.4 and In providing references the following information should be included: Name of the reference; The address, phone number, and address of the individual(s) who can be contacted for the reference; 3.3 Firm shall indicate those clients lost in the past five years and the reasons for the losses. 3.4 The firm will supply as part of the proposal a listing of no less than five (5) clients, other than Prince George s Community College, preferably community colleges located in the state of Maryland. 3.5 Finally, in addition to the above required reference information, firms shall include in their proposal responses to the following questions regarding the firm s qualifications: Describe your firm. What are your strengths? What is your firm s philosophy? Explain the leasing company you will use for the lease/purchase of 21 new copiers/mfd s. What equipment will be used to replace the copiers? Describe how your firm will remove old copiers and how they will be recycled Describe the print management software you are proposing. Include in the description your firm s approach to the installation, implementation, and training on the new software including a timeline for these functions Explain your firm s maintenance procedures and the turnaround time for repairs if copiers/mfd s are not working The college is interested in continuity of staff. The college reserves the right to review qualifications of staff assigned to the college and reserves the right to reject staff assigned to the college and request staff replacement for any task performed unsatisfactorily by the firm s personnel. SECTION 4.0 ETHICS STATEMENT In compliance with the Public Ethics Law contained in the Maryland Annotated Code, Section , etc., it is illegal for any officer or employee of an agency conducting the procurement to solicit or obtain any proprietary or source selection information regarding the procurement prior 16

17 to the award of contract. A copy of the Ethics Statement is attached as Section 5.0 under the Proposal Forms Section and must be completed and returned with the firm s package. SECTION 5.0 FIRM S PROPOSED PROJECT SCHEDULE Firms shall use this section to provide a detailed project schedule, which clearly outlines for the college how they schedule the work to be completed for this project. There is no form provided in the Proposal Form section for the provision of this information. Firms may use their own letterhead in responding to this section. SECTION 6.0 ADDITIONAL INFORMATION The following information must be submitted with the bid proposal response to be considered for final contract award: 6.1 Copies of the firm s audited/unaudited financial statements or some other documentation which can appropriately support the company s financial stability, as deemed necessary and appropriate to determine firm qualification for award of contract. 6.2 Copies of the firm s license(s) to operate in the State of Maryland. STATEMENT OF COLLEGE REQUIREMENTS: General Provisions: 1.0 It is the responsibility of the firm to insure that all services to be performed under the awarded contract shall be done in strict compliance with all applicable Federal, State and local codes, as well as any other applicable laws and regulations. In the event that a provision or specification in this RFP is in conflict with applicable laws and regulations, the firm must inform the college, indicate such in his/her proposal and propose alterations to the conditions specified. 2.0 The contract period will be for five (5) years the normal contract period being from July 1 through June 30, given that the contract price is still competitive, the basic scope of work covered under contract has not substantially changed, service has been satisfactory, and the contract terms are mutually agreeable to both parties. The contract may, however, be terminated by either party, by giving at least thirty (30) days prior written notice. 3.0 INSURANCE REQUIREMENTS: It is the college s requirement that all insurance requirements be met for the stated limits. Furthermore, the college does require that all insurance be held by the primary contracting company. Finally, the college will not accept a cross indemnification statement. 3.1 Errors and Omissions Insurance: The successful firm shall, at its own cost, obtain and maintain such insurance as will protect the college from any legal or equitable claims which may arise from the 17

18 operations under the contract, whether such operations are by the firm or by any other person directly or indirectly employed by them. The amount of Errors and Omissions Insurance shall not be less than $2,000, Compensation, Liability and Property Damage Insurance: The successful firm shall, at its own cost, obtain and maintain such insurance as will protect the company and the college from any legal or equitable claims for cleanup, damages, and personal injury, which may arise from the operations under the contract, whether such operations are by the firm or by any other person directly or indirectly employed by them. Moreover, the successful firm shall indemnify, hold harmless and assist Prince George s Community College, in defending, handling or responding to any and all claims involving the services provided under this contract. This information shall be clearly stated on the Certificate of Insurance. The college shall be named as an additional insured on all policies required under the contract. This information shall be clearly stated on the Certificate of Insurance. All policies shall be in a non-cancelable form and obtained, and kept in force for a period of not less than one year following completion of the contract. Workmen s Compensation Insurance should be in compliance with and as required by the laws of Maryland. The employer s liability insurance shall under no circumstances be less than $1,000,000 for injuries sustained by any one person and $1,000,000 for injuries sustained by two or more persons in any one accident. The amount of public liability (bodily damage) insurance shall not be less than $1,000,000 per occurrence or $1,000,000 annual aggregate, public liability (property damage) shall not be less than $1,000,000 per occurrence or $1,000,000 annual aggregate. In addition, an umbrella will be required in an amount not less than $1,000,000. The firm shall also be required to carry the following types of insurance in the amounts stated: Any other appropriate insurance that may be required to properly protect the firm and the college in the final contract award. 3.2 All insurance is to be issued in the name of Prince George s Community College and the successful firm as their respective interests appear; however, a separate owner s protective liability policy will be required to be issued in the name of the college to cover its interests. The college shall be furnished with certified evidence that insurance issued is in the name of the firm and college and is in full force and effect and in appropriate form. 3.3 Evidence that all insurance coverage s have been issued in the college s name must be provided prior to award of contract. 3.4 No acceptance and/or approval of any insurance by the college shall be construed as relieving or excusing the firm from any liability or obligations imposed upon either or both of them by the provisions of the contract documents. 3.5 The college s contract with the successful firm will consist of the college s RFP, any subsequent addenda issued by the college related to the RFP, the firm s proposal response, all related communication regarding the firm s proposal (after submission 18

19 including the engagement letter as outlined in item 6.0 below) and the college s purchase order. 3.6 The firm shall submit itemized monthly invoices to Accounts Payable. Payment will be made net 30 days providing that the invoice is not in dispute. SCOPE OF SERVICE Prince George s Community College is seeking a firm(s) to remove, install, train, and maintain a lease/purchase agreement for 21 copiers/mfd s for Prince George s Community College at various locations across the Largo campus and extension centers. In addition, the college is seeking to purchase print management software to be installed on all printers, copiers, and MFD s. Upon award of contract, the firm will meet with the Dean of Financial Services, the Senior Accountant, and technology personnel to coordinate this project. At this meeting the firm needs to provide a reasonable timeline for the removal, installation, training and maintenance for all parts of this proposal. The firm must meet quarterly with the above listed people to review the project and update the timeline if necessary. 19

20 MANAGED PRINTING SOLUTION A. Introduction PGCC would like to purchase an enterprise-wide, scalable managed printing solution for the purpose of instituting a print/copy management strategy. Both copy and print jobs would be tracked on existing HP MFDs, networked printers, desktop printers, and newly leased copiers. The overall goal of the solution is for waste reduction. For the sake of clarity, the following nomenclature is indigenous to PGCC: Networked printers: existing single function Black & White (B/W) HP printers on the network Multi-function Devices (MFDs): existing HP multi-function devices Copiers: leased, high volume building multi-functional devices Desktop printers: non-networked HP B/W personal printers The managed print software solution will be for the following devices: 21 newly leased copiers (Copiers) 6 existing HP multi-function devices (HP MFDs) 15 existing HP networked printers (Network Printers) HP desktop printers (Desktop Printers) Current Environment Configuration PGCC currently uses Microsoft Active Directory for its directory services. The print server is a Windows bit server and communicates directly with Active Directory for obtaining user permissions. Employee printing is recorded in server logs with the user s authenticated active directory credentials. If needed, we plan to identify and use a field in Active Directory to authenticate them with the managed printing system. All credit, and some non-credit, students currently authenticate and log in using their Active Directory account and could be tracked by using their network login (Owl Link) or PGCC HID DuoProx, Facility code: 49, Format H10301 card. If needed, we plan to identify and use a field in Active Directory to authenticate them with the managed printing system. All users who do not have network login accounts will be considered a guest. There are approximately 17,000 active user accounts. B. Phase I: Installation and Configuration of Managed Printing Software Solution 20

21 The managed printing software solution will be for the 21 newly leased copiers, 6 existing HP MFDs, 15 existing HP networked printers and possibly desktop printers. The system will provide a management console to track status and history for all print and copy devices, with limited intervention required by PGCC personnel. An external or embedded solution will be provided for the Copiers, HP MFDs, Network Printers, and Desktop Printers. The bidder will recommend which to use, external or embedded, based on whichever is most cost effective and easier to use for the end-user. Authentication should be handled in the most efficient way for each constituency: employees, students, and guests. The managed printing solution for tracking employee print/copy jobs should allow for charge back to departments for the cost of employee copy and print jobs on the Copier, HP MFDs, HP Network Printer devices listed above, as well as tracking student print jobs sent to the HP networked printers located on and off campus. All newly leased copiers and student networked printers will be tracked immediately but the pay-for-print solution for students and guests may be implemented in Phase II. Phases I and II should utilize the same software solution. EMPLOYEE REQUIREMENTS User Account Authentication Employee authentication may be achieved via an active, valid account in Active Directory, or a network login (Owl Link). Employee account administration should be by user and by department; card swipe, or alphanumeric account code, possibly in conjunction with an entered PIN or password. Vendor must detail whether the proposed system supports Active Directory authentication, and functionality and work with PGCC to implement any needed Active Directory integration. Access to printing/copying devices and transactions are to be denied with failure to validate any of these criteria, and this information must be passed along to the user by the managed printing system. Employees should be tracked individually within departments using authenticated network logins and/or PGCC HID DuoProx Cards ID cards and by department by entering a department s cost center code. Employees must have the ability to enter or select from multiple department cost center codes where a single login enables a choice among the available cost center codes. The department cost center code would allow for charge back of the total amount of print/copy usage per month to each department. The chargeback per page would be different for single-sided, duplex, B/W, and color. Any solution must provide a way to track financial information and reconcile this information. Any solution must provide a way to track and report usage information so that charges can be viewed by budget managers/technical staff and then exported to a compatible 21

22 file format for upload into PGCC s ERP system (Colleague). Bidders will list and present options for capturing employee ID with cost center codes. Copying/Printing For copying/printing on a MFD or Copier, the managed printing system should be able to inform the employee of the exact cost of the requested copy job and ask whether to proceed with job. The system must be able to notify an employee that a job would be more cost effective to send to the campus Print Shop. Ideally, the system should have the ability to route the job directly to the Print Shop. Access to printing/copying devices and transactions are to be denied with failure to validate credentials and this information must be passed along to the user by the managed printing system. Employees account administration should be by user type or group. STUDENT REQUIREMENTS User Account Authentication Authentication may be achieved via network login (OwlLink) username and password; an active, valid account in Active Directory; a managed printing system account with sufficient funds to cover the cost of the transaction. Vendor must detail whether the proposed system supports Active Directory authentication and functionality, and work with PGCC to implement any needed Active Directory integration. Access to printing/copying devices and transactions are to be denied with failure to validate any of these criteria, and this information must be passed along to the user by the managed printing system. Student account administration should be by user type or group. Copying/Printing Print jobs submitted to any campus MFD/networked printer/copier by students will be tracked. Submitted print jobs must be released before the document is actually printed. In the proposed solution, the bidder will provide a way and describe how print jobs will be tracked across campus. On a workstation when a student selects print, a pop-up window should appear displaying summary information about the print job and advises the student that there is a fee for printing. The summary information in the pop-up window should inform the student of the exact cost of the requested print job, displays the student s current account balance, and asks whether to proceed with printing. Students may be tracked and authenticated using their network login. Students usage will be debited to their prepaid managed printing account balance. The system s management tool should be able to accommodate different supervisors located in various campus locations who can be granted override capabilities. GUEST REQUIREMENTS Guests are identified as anyone who does not have a network login account. Guests will pay for copying and printing. Guest accounts should have a time limit/expiration date and will need to be purged periodically from the managed printing system s 22

23 database. Bidders will describe a way to handle guest access and provide a solution for handling the tracking, charging, and paying for guests print jobs. The solution will provide access for guest users to obtain a managed printing system account, to put funds on that account, access public copiers and MFDs. Bidders will list and present different options for guest access, and explain in detail the process for guest account creation, print/copy payment, and guest account administration. Since guests do not have a network login, bidders will present a solution for authentication, tracking, and charging guest printing. These options may include a pay station that would be located in the public areas for credit card payment. An active, valid account in the managed printing system with sufficient funds on the guest s prepaid managed printing account to cover the cost of the transaction or a walkup credit card pay and release station. Print jobs submitted to any campus MFD/networked printer/copier by guests will be tracked. Submitted print jobs must be released before the document is actually printed. In the proposed solution, the bidder will provide a way and describe how print jobs will be tracked across campus. On a workstation when the print button is selected, a pop-up window should appear and advise the guest that there is a fee for printing. The pop-up window informs the guest of the exact cost of the requested print job, displays the guest s current managed printing account balance, and asks whether to proceed with printing. C. Phase II: Student and Guest Pay-for-Print If PGCC moves forward using the pay-for-print features of the solution not all printers/mfds/copiers in campus locations will be included for student/guest pay-forprinting. The method used will be different for each constituency (employees, students, and guests). Currently-enrolled students would be allocated a quota per semester of either free prints or a lump sum credit on their managed printing account. This quota amount would be evaluated each semester and may be subject to change. The system will allow for price differential for guest printing. After students reach their print quota in the managed printing system, they would replenish their managed printing account through credit card payments. As part of their solution, the bidder will explain how the replenishment of the managed printing account will be credited to the students account without any services being provided by college employees such as the cashier s office. All payment transactions must be done electronically. Student accounts should have a time limit/expiration date so that any free prints or lump sum credits remaining can be purged from the managed printing system at the end of each semester. The proposed system can be a server-based solution that manages access to, and records and tracks usage from workstations. The user should be able to select color or B/W and single-sided or duplex if equipment is capable. B/W and duplex should always be the default selections for all transactions, with color and single-sided being optional selections. The system will have follow-me printing capabilities. At the end of the 23

24 day, the system should have a process that will purge all print jobs from all machines. Besides a print release station, bidders will list and present options for the process of releasing a job to print. Bidders must detail how external or internal access control devices communicate usage, status, or other information with the system s server. The proposed system should support bidirectional communication, and preferably be equipped to capture the MFDs SNMP traps. In the proposed managed printing system, access control for networked printers should be in the form of a workstation pop-up window at the time of printing that can carry network login information or guest information to initiate account access. D. Maintenance and Support The proposed system will have maintenance and support policy options. Bidders will present all costs and explain in detail what is covered under their maintenance and support policy. This policy will include updates and upgrades to the proposed system. The winning bidder s support services technician or project manager will be on location to assist PGCC s technical staff with installation, connecting any new equipment, and network integration tasks to implement their total solution into PGCC s environment. It may be necessary to implement Phase II of this solution in stages by constituency (students, then guests) and/or specific campus buildings. E. Training On-site training will be provided for PGCC employees and those employees designated as supervisors. How-to documentation will be provided for these supervisors who will have the ability to grant override capabilities. Bidders who misrepresent the technical capabilities of their products may be disqualified from a potential award. 24