Request for Proposal: Copier Fleet Minooka Elementary School

1 Minooka 201 CCSD Aaron Souza Director of I.T. 305 W. Church St Minooka, IL 60447 Office: 815 467 5740 asouza@min201.org Request for Proposal: Copier Fleet Minooka Elementary School

2 Table of Contents Minooka 201 CCSD 1 Table of Contents 2 Instructions to Respondents 3 Required Equipment 4 Machine Requirements 4 Software Requirements 5 Initial Testing and Failure Discovery 5 Delivery & Equipment Removal 5 Training 5 Pricing/Compensation 6 Deciding Factors to Final Recommendation 7 Contract Terms 8 Proposal Elements: 11 Exhibit A - VENDOR INFORMATION AND AUTHORIZATION 12 Exhibit B - FINANCIAL SUMMARY 13

3 Instructions to Respondents The Board of Education of Minooka 201 Community Consolidated School District 201 ( The District ) is formally requesting proposals for a qualified copier fleet to provide services at Minooka Elementary School for the five calendar years ending September 30, 2018; September 30, 2019; September 30, 2020; September 30, 2021; September 30, 2022. Submissions from Responders/Vendors must be from established businesses that provide lease, maintenance, supply, and IT support of multifunction copiers. All proposed fleet recommendations are to be leased with a dollar buyout option end of the term. In addition to the equipment lease, the District is requesting the following service support; a maintenance/supply contract that runs concurrent with the lease agreement in addition to IT support for equipment and device management solutions. All proposals must be received no later than 10:00 AM, August 15, 2017. Proposals should be e-mailed as PDF files to Dr. Kris Monn at kmonn@min201.org and Aaron Souza at asouza@min201.org. Requests for additional information must be submitted via email to Aaron Souza ( asouza@min201.org ) no later than 4:00 PM, August 10 2017. Lack of knowledge will not be grounds to alter a proposal after the opening or recommendation of the award. The District retains the right to reject any or all submissions. The Board is expected to take action on the recommended solution at the August 21, 2017 Board of Education meeting. Sincerely, Aaron Souza Director of Information Technology Minooka CCSD 201

4 1. Required Equipment Minimum Machine Speed Quantity 3 Hole Punch Fax 11 x17 Expected Monthly Volume 40 ppm BW 1 0 0 0 10,000 50 ppm Color 1 1 1 0 20,000 / 2,000 color 70 ppm BW 1 1 0 1 110,000 2. Machine Requirements a. All copiers are to be new (not used or refurbished) b. All machines are black and white unless specifically noted c. All copiers must have staple finishing d. All copiers will be networked to color scan to email addresses or folders and print documents e. All scanned documents must be a text searchable PDF (After opening the PDF, you can use a PDF program s find function to find text). f. All copiers must be able to secure release print via password or RFID g. All copiers must be capable of printing double-sided documents h. All copiers must have an automated document feeder with single pass capability (scanning on both sides) i. Machines that require power beyond 110 volts, (i.e. 208v or 220v) need to be notated j. All color copy machines must be able to use card stock and print labels k. All color copy machines must be able to print on envelopes l. All copy machines should have a similar operation / menu structure to reduce training requirements for staff m. All copy machines must have at least one drawer capable of holding 500 sheets standard paper. n. Color copy machines must be able to use legal size paper o. All copy machines shall be under manufacturer's warranty while under contract p. The district does not guarantee any specific monthly print or copy volumes for the length of the lease, however hardware needs to be able to handle our expected volumes.

5 3. Software Requirements a. A universal driver with finishing functions b. All copy devices will allow to use card readers or pin (passwords) for staff access and release c. Software that allows district to track and report all prints/copies/scans d. Software that allows jobs to released anywhere in the building, aka follow me printing e. Software will have parameters, capable of being adjustable by The District s IT department regarding routing, and restrictions. f. The District Technology staff will be issued specific contacts to address IT issues g. Unlimited on-site IT support for print control system, including updates or upgrades. h. Software licensing and support shall be valid throughout the entire lease period i. Software licensing shall be for the entire district, consisting of roughly 4,500 accounts. j. Ability to default jobs as black/white unless user specifically chooses color either at console or on computer 4. Initial Testing and Failure Discovery The District reserves the right to inspect all Products upon delivery and to perform any test the District deems necessary to adequately demonstrate that the Products meet all of the Contract specifications. Products which do not conform to the Fleet Recommendation or that are otherwise damaged may, at the District s option, be returned to vendor (at vendor s expense) for replacement. 5. Delivery & Equipment Removal The District shall be implementing this new fleet upon approval by the Board of Education August meeting. All equipment needs to be shipped and delivered in a responsible manner, noting that the actual delivery trucks will need to have lift gates or some other mechanism. There is no loading dock at Minooka Elementary School. The Responder will take away all old printers to be recycled at the Responder s expense. The Responder will provide free transportation of an existing copy machine to another location within the Minooka 201 School District at no extra charge.

6 6. Training The vendor will work with the district to assign installation schedules and provide training. The IT department needs to be trained on the basic usage of the equipment and advanced level training on the printer control system. The vendor will also come out and train the front office staff over the usage and basic troubleshooting of the copy machine, including typical paper jam remedies and loading all consumables. In addition, the vendor will need to provide at least 15 hours spread across multiple days to offer training sessions before, during, and after school hours for staff on the machine s functionality. The vendor will also supply a simple poster for the District to mount near each copy machine for staff to use a reference sheet on usage. 7. Pricing/Compensation Please structure the financing as a capital lease with an option to purchase on the following terms: a 60-month term, a $1 buyout option at the end of the lease, and an early buyout option that may be exercised at any time during the lease Please provide a schedule with 60 equal monthly payments as well as the payment total and effective interest rate. Interest and principal must be broken out on each payment. Please state whether the above interest rate and payment structure assumes tax exempt and bank qualified status for the lease. If so, please also provide the interest rate and monthly and total payments for treatment of the lease as a taxable lease. The lease and related documents will be subject to review and revisions by the Board of Education s legal counsel. For service, please show maintenance cost for machines in terms of cost per copy for both color and black and white machines at actual usage cost. Vendor will include all preventative maintenance in these costs. The district will only need to purchase staples and paper. In addition, explain any and all increases in service throughout the term of the lease. The value of any proposed Contract shall not surpass the not-to-exceed amount specified by the District on the Contract. The value during any renewal term shall be established by the District. Unless the District has requested that products ordered before the effective termination or expiration date, be delivered after the effective date of termination, the District shall not have any liability for any products delivered after the effective expiration/termination date. Responder shall submit invoices referencing this Contract with such supporting documentation as may be requested by the District, including but not limited to, proof of delivery. The District shall process payments in its normal course of business.

7 8. Deciding Factors to Final Recommendation The District will gather vendor recommendations and reach a decision according to the following criteria breakdown: Price Service (based on experience and/or testimonials) Ease of Use (based on hardware experience, teacher surveys, and/or testimonials) Software Management & IT Support Service (based on experience and/or testimonials.) The fleet recommendation is broken into three categories and all must be met for continued consideration: Required Equipment, Machine Requirements and Software Requirements. Consideration will be given to all RFP submissions meeting all categories.

8 9. Contract Terms The successful Vendor shall agree to enter into a contract with the School District regarding the services that includes at least the following terms: 1. Status as Independent Vendor. Vendor and the District are independent of one another, and neither has the authority to bind the other to any third person or otherwise to act in any way as the representative of the other, unless otherwise expressly agreed to in writing signed by both parties hereto. The Vendor shall be responsible for payment of all taxes imposed in connection with its performance of services and receipt of fees under this Contract. 2. Insurance. During the term of this Agreement, the Vendor, at its sole cost and expense, and for the benefit of the District, shall carry and maintain the following insurance: a. Comprehensive general liability and property damage insurance, insuring against all liability of the Vendor related to this Agreement, with a minimum combined single limit of One Million Dollars ($1,000,000.00) per occurrence and Two Million Dollars ($2,000,000) general aggregate; b. Professional Liability Insurance with limits in the per claim amount of not less than Two Million Dollars ($2,000,000.00) and the annual aggregate of not less than Three Million Dollars ($3,000,000); c. Automobile liability Insurance with a combined single limit of $1,000,000; d. Cyber liability/identity theft insurance with a combined limit of $1,000,000; e. Workers Compensation Insurance covering all costs, statutory benefits, and liabilities under State Workers Compensation and similar laws for the Vendor s respective employees; and f. Umbrella liability insurance with a minimum combined single limit of One Million dollars ($1,000,000.00) per occurrence and One Million Dollars ($1,000,000) general aggregate. All insurers shall be licensed by the State of Illinois and rated A+-VII or better by A.M. Best or comparable rating service. The comprehensive general liability and property damage insurance policy shall name the District, its Board, the Board members, employees, agents, and successors as an additional insured on a primary noncontributory basis with a waiver of subrogation in favor of the District. The Vendor shall provide the District with certificates of insurance and/or copies of policies reasonably acceptable to the District evidencing the existence of the coverage described above, including form and deductibles, during the duration of this Agreement. The failure to provide acceptable insurance shall be deemed a breach of this Agreement entitling the District to terminate this Agreement immediately. All policies of insurance shall provide by endorsement that no coverage may be canceled, terminated, or reduced by the insuring company without the insuring company having first given at least 30 days prior written notice to the District by certified mail, return receipt requested.

9 3. Compliance with Laws. The Vendor shall at all times observe and comply with all laws, ordinances, regulations and codes of the federal, state, county and other local government agencies, which may in any manner affect the performance of the contract and in particular any such laws pertaining to safety. In addition, the Vendor shall comply with all the District policies. It shall be mandatory that the Vendor will not discriminate against members of the public, any employee or applicant for employment because of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental impairment unrelated to ability, or unfavorable discharge from military service; and further that the Vendor will comply with all the provisions of the Illinois Human Rights Commission as required by the rules and regulations for public contracts. 4. Criminal Background Check. The Vendor shall authorize the District to execute fingerprint/criminal background investigations of any employee regularly assigned to perform work at the District and shall provide the District with a list of the names and addresses of each employee who may be so assigned. Costs related to criminal background investigation of the Vendor s employees are the responsibility of the Vendor. 5. No Assignment. The contract shall not be assigned, nor shall any part of the same be subcontracted, without the written consent of the District, and in no case shall such consent relieve the Vendor from its obligations, or change the terms of the contract. 6. Removal of Employees. The District reserves the right to request that the Vendor remove any employee for unsatisfactory performance, appearance, behavior, or attitude. 7. Termination. a. With Cause. The District reserves the right to terminate Vendor upon 30 days written notice if in the judgment of the District the Vendor has breached any provision of the contract or failed to perform to the satisfaction of the District. b. Without Cause. The District may terminate the contract without cause after providing 60 days notice to the Vendor. 8. Hold Harmless and Indemnification. To the extent permitted by law, the Vendor shall assume all liability for, and shall protect, defend, indemnify, and hold harmless the District and its members individually, their officers, employees, servants, and agents from and against all claims, actions, suits, judgments, costs, losses, expenses, and liabilities of whatsoever kind or nature including reasonable legal fees incurred by the District arising out of: a. Any infringement (actual or claimed) of any patents, copyrights, or trade names by reason of any work performed or to be performed by the Vendor under this Contract or by reason of anything to be supplied by the Vendor pursuant to this Contract. b. Bodily injury, including death, to any person or persons (including Vendor's officers, employees, agents, and servants) or damage to or destruction of any property, including the loss of use thereof: i. Caused in whole or in part by any act, error, or omissions by the Vendor or any subcontractor or anyone directly or indirectly employed by any of them regardless of whether or not it is caused in part by a party to be indemnified hereunder.

10 ii. Arising directly or indirectly out of the use, misuse, or failure of any machinery or equipment used directly or indirectly in the performance of this Contract. 9. Damage to Property. In the event the District s property or any of the surrounding areas are destroyed or damaged as a result of the Vendor s work under the contract, the Vendor shall, at Vendor s sole cost, restore the property or any surrounding area. Such restoration shall be to a condition at least equivalent to the condition of the affected area immediately before the destruction or damage. 10. Responsibility for Equipment/Materials Shipped. The Vendor shall be responsible for the equipment or supplies covered by this contract until they are delivered at the designated point, but the Vendor shall bear all risk on rejected equipment and supplies after notice of rejection. Rejected equipment or supplies must be removed by and at the expense of the Vendor promptly after notification of rejection. Upon failure to do so within ten days after date of notification, the District may return the rejected equipment or supplies to the Vendor at the Vendor s risk and expense, or dispose of them as its own property. 11. Governing Law. This Contract shall be governed by, construed, and enforced in accordance with the laws of the State of Illinois without regard to conflict of law principles. Jurisdiction and venue for all disputes hereunder shall be the Circuit Court located in Will County, Illinois, or the federal district court for the Northern the District of Illinois.

11 Proposal Elements: 1. The proposal must include the following information: a. Length of time your company has been in business b. Approximate number of Illinois schools you serve c. Number of certified service technicians specializing in proposal s copiers d. Number of local IT support staff to assist with printer control system (do not include service technicians in this number) e. State that Vendor will provide four hour or less response time with an emergency response time of two hours f. Must have locally accessible parts and supply departments g. At least two school references using both copy machines and printer control systems in recommendation 2. In addition, Vendors must complete the following documentation: a. Exhibit A: Vendor Information and Authorization b. Exhibit B: Financial Summary 3. Alternative proposals providing a solution going beyond our requirements will also be evaluated. We are currently considering adding a secondary 40 ppm BW copier. Please be sure to mark alternative proposals to ensure fair comparisons.

12 Exhibit A - VENDOR INFORMATION AND AUTHORIZATION NOTE: UNSIGNED PROPOSALS WILL NOT BE ACCEPTED The undersigned Vendor declares that it has examined and familiarized itself with the request for proposal document dated August, 2017. In making this proposal, the undersigned waives all right to plead any misunderstanding of the request for proposal document and agrees to perform all of the work required herein. If this proposal is accepted, the undersigned offers and agrees to furnish all services upon which prices are quoted, at the price and times stated, and subject to all conditions and terms recorded on this proposal. Company Name: Signed: Print Name: Address: Telephone: Date: Title: City: State: Fax: Email: Subscribed to and Sworn Before me this day of, 2017. Notary Public NOTE: If a joint venture is proposed, each party must provide this authorization.

13 Exhibit B - FINANCIAL SUMMARY Note: Failure to submit a response in a manner that does not allow a clear determination of an exact amount may be considered non-responsive. A. Lease amount per Month B. Service Agreement amount (actual) per page (Color, Black and White) C. Dollar Buyout Option D. Other Costs (if any) E. Early Buyout Option Contract Year Ending: (A): Lease Amount (B): Service Agreement Color (B): Service Agreement Black and White September 30, 2018 September 30, 2019 September 30, 2020 September 30, 2021 September 30, 2022 (C) Buyout Option Cost (D) Other Costs (E) Early Buyout Option