Van Dyke Public Schools Request for Proposal Copiers August 2, 2013

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1 Page 1 of 11 Van Dyke Public Schools Request for Proposal Copiers August 2, 2013 Introduction Van Dyke Public Schools is seeking to replace approximately 16 multi-function, printer, scanner, copiers. The copiers fit into four different model levels. Bidders shall provide pricing and supply costs for multi-function copiers meeting the listed specifications on the bid proposal forms for each of the four models. Include any documentation for the equipment you propose as an attachment to the bid form. The district would prefer to have the vendor supplying the equipment also provide the ongoing service and supplies. Submission of Bid Sealed bids clearly labeled Copier Bid will be received by Van Dyke Public Schools until August 20, 2013 at 1pm local time, at which time all bids will be publicly opened and read. Bids received after this time will not be accepted. The bidder shall submit with its signed original proposal, one complete copy, and one complete copy on CD. Sealed bids are to be delivered to: Van Dyke Public Schools Attn: A. Agrusa, Director of Business & Operations MacArthur Warren, MI Any bid may be withdrawn at any time prior to the scheduled time and date for the receipt of bids. Bids received after the specified time and date will be returned unopened. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the school district. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified. Proposals shall be made in full conformity with all the conditions set forth in the Instructions and Specifications. Bid prices are firm offers and shall remain firm for a period of 120 days from the bid opening. Questions can be directed to James Blackburn at blackburn.james@vdps.net. Award of Bids The Board of Education reserves the right to accept or reject any or all bids, to award to other than the low bidder, to accept any and all alternates, to waive irregularities and/or informalities, and, in general, to make the award in any manner deemed by it, in its sole discretion, to be in the best interest of the district.

2 Page 2 of 11 Proposals shall be made in full conformity with all the conditions set forth in the Instructions and Specifications. Bid prices are firm offers and shall remain firm for a period of 60 days from the bid opening. It is the intent of the district to award the Bid by September 16, All equipment is to be installed, operational, and on site personnel trained no later than 60 days after the bid is awarded. Submission of a bid will be construed as a conclusive presumption that the bidder is thoroughly familiar with the Instructions to Bidders and that bidder understands and agrees to abide by each and all of the stipulations and requirements contained therein. The following criterion shall be considered in making an award: Cost of equipment lease and maintenance/service agreement Conformity to listed specifications Delivery of the copiers within the required time schedule Service and warranty provided References Instructions to Bidders 1. Certified check or bid bond equal to 5% must accompany the proposal. No bid will be considered unless a certified check or bid bond is furnished. This will be forfeited to the Board of Education in case of failure of the bidder to sign a contract after acceptance of the bid by the Board of Education. 2. Bidders must clearly state in the bid any exceptions to the enclosed specifications. The listing of exceptions, if any, is mandatory. Any exceptions found in review not listed, could be a basis for rejection of the bid. In addition to providing the brand name, bidder must include the model number and manufacturer s number. 3. Bidders must clearly indicate extent of warranties, guaranteed response time and ability to provide parts and services for the equipment on which they are bidding. Bidders must provide written confirmation from the original equipment manufacturer that the manufacturer will provide full maintenance should the bidder be unable to do so over the life of the contract. 4. The equipment is to be furnished in accordance with the specifications and deliveries are to be made only upon purchase order issued by Van Dyke Public Schools. The copiers are to be delivered to the individual schools in the location(s), and in the time frame(s) determined by the district. 5. It is understood that the district is a governmental unit, and as such, is exempt from the payment of all State and Federal Taxes applying to the products specified in this document. Therefore, the prices quoted by the Bidder should not include any allocation for taxes. 6. The following items must be included in your bid price:

3 Page 3 of 11 (a) The machines and devices offered including brand name, model number and market introduction date. (b) Delivery and installation of the machine. (c) Instructions and in-services to each school building personnel covering operation of equipment on a mutually acceptable date as agreed to between the district and the bidder. (d) Maintenance of all machines in good working condition, including but not limited to all necessary inspections, repairs and adjustments, including replacement of parts and drums. Bidders must indicate annual cost of maintenance and supplies (including staples) on a cost per copy basis for duration of contract. (e) The lease bid should state whether personal property taxes are included in the lease price. If not, an estimate should be given on additional costs. (f) The bid should state if there is a $1.00 buy-out option. (g) All equipment and supplies must be new from the original manufacturer. No reconditioned or refurbished equipment will be accepted. 7. Machines shall be kept in good working order so that work delays and copy problems will be minimized. Machines must meet the total volume requirements listed under Copier Equipment Needed. The School District reserves the right to request a new replacement copier at the Bidder s expense in the event that a recurring problem cannot be corrected to the satisfaction of the School District or in the event that the copier is unable to meet the total volume requirements. The conclusion that a copier is experiencing a recurring problem or unable to meet the total volume requirement, therefore requiring replacement, is at the sole discretion of the District. 8. The proposal should include pricing for both a 48 month & 60 month ownership dollar out lease with the initial payment beginning 30 days after the equipment is installed. The lease document should state that the equipment is titled to the district. A copy of the bidder s lease agreement should be included with the bid proposal. 9. The Bidder must submit the names of three (3) school districts that have an equal or larger amount of equivalent copier equipment and have had the equipment for at least three years. Please provide district name, contact name, address, phone number, and number of years the Bidder has serviced the district. 10. The Bidder must complete the Familial Relationship Disclosure Statement provided in this document. 11. The Bidder must complete the Iran Linked Business Affidavit provided in this document. 12. Bid Checklist of Required Documents All of the following documents must be included in your proposal to be considered. Bid Bond/ Security Check Bid Proposal Forms 1-4 References Familial Disclosure Statement Iran Linked Business Affidavit

4 Page 4 of 11 Equipment Specifications All equipment must be new in sealed manufacturers packaging. Copiers furnished must produce readable, useful, plain paper prints/copies of such typical originals as handwritten and typewritten pages, copies of copies, halftones, carbon-less forms, books and colored stock determined by the School District. Under normal office use and storage conditions, copiers shall be resistant to smudging and shall have readability and file life in excess of seven (7) years. Copier noise level, when in stand-by mode, shall not produce a noise level from fans or other devise which exceeds the normal office background noise level as determined by the District. All equipment shall meet or exceed the requirements of Underwriters Laboratory (U.L.). Each machine shall have the U.L. label affixed in a conspicuous place. The School District will furnish suitable electric current to operate the equipment with properly grounded receptacles. Minimum copier equipment specifications are listed on the bid proposal forms. Two copies of an operator manual for each machine shall be provided to the district. Meter Reading and Management Software The Bidder shall provide a system for collecting copier meter readings monthly and shall report this information to the (school district) Business Office. The report should include: location, contact person, copier model, model accessories, number of copies made per month, and monthly average volume. The bidder will provide management software to track copy usage by user. Bidder will include maintenance software to setup and monitor copy devises on the network. Installation and Site Preparation The sites should not require any modification or preparation. Most already have office equipment in use. Any proposed modifications are subject to district approval prior to the placement of any office equipment at any location. The Bidder shall provide the district with written requirements for the installation of their equipment if different than existing. It is the responsibility of the Bidder to profile the requirements of the site. It is the district s responsibility to provide the electrical and site preparation. Surge protectors, if required, shall be provided by the Bidder. Installation Requirements Minimum installation requirements are listed below. All equipment must be delivered, setup and installed on the school network.

5 The district will provide network IP address for the installing vendor to setup the copiers. The vendor will install management software and one user computer to test the printing and scanning. An installation schedule will be provided by the vendor after the bid is awarded. Copiers that are being retired will be removed from the building by the vendor. All packing materials will be removed by the vendor. Operational training on equipment must be included. Page 5 of 11 Maintenance In addition to the supply of the equipment, the successful Bidder will be required to perform all maintenance and repairs necessary to maintain the copier office equipment. Equipment maintenance and repairs shall be performed by qualified maintenance personnel during regular office hours. Regular office hours vary at each school location, but are generally 8 am to 4pm, Monday through Friday. The vendor is required to provide services at other times as required. Maintenance and repair calls must be performed within eight (8) hours of request for service. The maximum allowable downtime for any one piece of equipment is 48 hours. A loaner copier machine must be placed in the building for any equipment that cannot be repaired and restored to normal operating service within 48 hours. Excluded from the requirements are delays resulting from acts of God, accidents, extreme weather conditions, strikes or similar causes. The intention is that necessary repairs be made. Preventive maintenance will be performed according to manufacturer s recommendations. It is the Bidders responsibility to schedule preventive maintenance that meets those manufacturer s recommendations. The district requires advance notice for preventive maintenance. Bidders shall give the individual site location 24 hour advanced notice of the Bidders intent of performing preventive maintenance. The Bidder s service technician shall check in and out with the building office. Each machine should have a permanent electronic maintenance record of machine maintenance accessible by the district.

6 BID PROPOSAL FORM 1 of 4 Model Level #1: Color MFP Copy/Print/Scan Duplex Paper Size: 5.5 x x 17 Exposure Glass Up to 11 x 17 Requirement Does Not Comply Comply First Copy Out Time Full-Color: 6 seconds B+W 4 seconds First Paper Tray: 8.5 x 11 Second Paper Tray: 7.25 x x 17 Third Large Capacity Tray: 8.5 x 11 Document Feeder with Original Capacity of 100 sheets Output Capacity 500 sheets Output Speed 45-ppm B+W and Full-Color Scan to network or Quota Setting to set limits on output for individual users Gigabit Ethernet (1000Base-T); Stapling up to 50 sheets (corner, double left side, double top side) Page 6 of 11 Manufacturer/Model: Model: Unit cost with delivery and installation 60 month lease payment 48 month lease payment Cost per printed page for managed supplies Monthly service costs Bidder hereby submits this proposal pricing in accordance with the terms and conditions of this RFP. Signature Printed Name Date

7 BID PROPOSAL FORM 2 of 4 Model Level #2: Large Volume Black and White MFP Copy/Print/Scan Duplex Paper Size: 5.5 x x 17 Exposure Glass Up to 11 x 17 First Copy Out Time B+W 4 seconds First Paper Tray Size: 8.5 x 11 First Paper Tray Capacity: 3100 Second Paper Tray: 7.25 x x 17 Second Paper Tray Capacity: 550 Third Large Capacity Tray: 8.5 x 11 Third Paper Tray Capacity: 550 Document Feeder with Original Capacity of 100 sheets Output Capacity 500 sheets Output Speed 75-ppm B+W Scan to network or Quota Setting to set limits on output for individual users Multi-tray finisher Gigabit Ethernet (1000Base-T) Requirement Does Not Comply Comply Stapling up to 50 sheets (corner, double left side, double top side) Page 7 of 11 Manufacturer: Model: Unit cost with delivery and installation 60 month lease payment 48 month lease payment Cost per printed page for managed supplies Monthly service costs Bidder hereby submits this proposal pricing in accordance with the terms and conditions of this RFP. Signature Printed Name Date

8 Page 8 of 11 BID PROPOSAL FORM 3 of 4 Model Level #3: Medium Volume Black and White MFP Copy/Print/Scan Duplex Paper Size: 5.5 x x 17 Exposure Glass Up to 11 x 17 First Copy Out Time B+W 4 seconds First Paper Tray Size: 8.5 x 11 First Paper Tray Capacity: 3100 Second Paper Tray: 7.25 x x 17 Second Paper Tray Capacity: 550 Third Large Capacity Tray: 8.5 x 11 Third Paper Tray Capacity: 550 Requirement Does Not Comply Comply Document Feeder with Original Capacity of 100 sheets Output Capacity 500 sheets Output Speed 60-ppm B+W Scan to network or Quota Setting to set limits on output for individual users Multi-tray finisher Gigabit Ethernet (1000Base-T) Manufacturer: Model: Unit cost with delivery and installation 60 month lease payment 48 month lease payment Cost per printed page for managed supplies Monthly service costs Bidder hereby submits this proposal pricing in accordance with the terms and conditions of this RFP. Signature Printed Name Date

9 Page 9 of 11 BID PROPOSAL FORM 4 of 4 Model Level #4: Medium/Low Volume Black and White MFP Copy/Print/Scan Duplex Requirement Paper Size: 5.5 x x 17 Exposure Glass Up to 11 x 17 First Copy Out Time B+W 4 seconds First Paper Tray Size: 8.5 x 11 First Paper Tray Capacity: 550 Second Paper Tray: 7.25 x x 17 Second Paper Tray Capacity: 550 Document Feeder with Original Capacity of 100 sheets Output Capacity 500 sheets Output Speed 50-ppm B+W Scan to network or Quota Setting to set limits on output for individual users Gigabit Ethernet (1000Base-T) Does Not Comply Comply Manufacturer: Model: Unit cost with delivery and installation 60 month lease payment 48 month lease payment Cost per printed page for managed supplies Monthly service costs Bidder hereby submits this proposal pricing in accordance with the terms and conditions of this RFP. Signature Printed Name Date

10 Page 10 of 11 FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT Important: This disclosure statement must be included with your bid as required by state law (Public Act 232 of 2004). As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner of any employee of the bidder and any member of the Van Dyke Board of Education or the Superintendent of Schools. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement. The undersigned, the owner or authorized officer of (the Bidder ), pursuant to the familial disclosure requirement provided in the Van Dyke Public Schools invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the Van Dyke Board of Education or the Superintendent of Schools. (Listing of names follows.) If such a Van Dyke relationship exists, please explain: By: (bidder s signaure) Title: (type or print) Date: Subscribed and Sworn to Before Me: This day of, 2013, in and for the County of. Michigan. My commission expires. Signature of Notary

11 Page 11 of 11 AFFIDAVIT OF COMPLIANCE IRAN ECONOMIC SANCTIONS ACT Michigan Public Act 517 of 2012 Important: This disclosure statement must be included with your bid as required by state law (Public Act 517 of 2012). The undersigned, the owner or authorized officer of the below-named bidder (the Bidder ), pursuant to the compliance certification requirement provided in the Van Dyke Public Schools (the district ) Request For Proposals for Copers (the RFP ), hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an Iran linked business within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the Act ), and that in the event Bidder is awarded a contract as a result of the aforementioned RFP, the Bidder will not become an Iran linked business at any time during the course of performing services under the contract. The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250, or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification. Name of Bidder/Company: By: (bidder s signaure) Title: (type or print) Date: Subscribed and Sworn to Before Me: This day of, 2013, in and for the County of. Michigan. My commission expires. Signature of Notary