VAN BUREN INTERMEDIATE SCHOOL DISTRICT Van Buren Technology Center Request for Proposal High Volume Copier Van Buren Intermediate School District 490 S. Paw Paw Street Lawrence, Michigan 49064
Van Buren Intermediate School District (VBISD) Request for Proposal Copier May 28, 2015 Submission of Bid Bids shall be submitted in accordance with Instructions to Bidders. Sealed bids (hard copies only) clearly labeled Van Buren ISD High Volume Copier Bid will be received by the VBISD until June 16, 2015 at 2:00 p.m. at which time all bids will be publicly opened and read. Bids are to be delivered to the attention of Sam Accorso, 490 S. Paw Paw St., Lawrence, MI 49064. Bids received after this time will not be accepted. Your bid will be considered firm for 90 days from the bid opening date. All questions should be directed to (269) 674-8091, ext. 5204. Right to Reject Bid The VBISD reserves the right to waive irregularities and to accept and/or reject any or all Bids. Award It is the intent of the VBISD to award the Bid on July 1, 2015 at the Board of Education meeting. The equipment needs to be installed and operational by August 17, 2015. 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. Bidders wishing to view the location for the equipment may do so on Tuesday, June 2 at 8:30 a.m. promptly at the VBISD Technology Center, 250 South St., Lawrence, MI 49064. Please check in at main office prior to 8:30 a.m. The following criterion shall be considered in making an award: (a) Lease cost of equipment and maintenance/service agreement (b) Per impression charges (b) Conformity to listed specifications (c) Ease of operation/maintenance (d) Delivery of the copier within the required time schedule (e) Service and warranty provided (f) References Instructions to Bidders 1. Bidder 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.
2. 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. 3. The equipment is to be furnished in accordance with the specifications and delivery is to be made only upon purchase order issued by VBISD. The copier is to be delivered to the VBISD in the location, and in the time frame determined by the building administrator. 4. It is understood that the VBISD 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. 5. The following items must be included in your bid price: (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 individual school building personnel concerning operation of equipment on a mutually acceptable date as agreed to between the building administrator and 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. 6. The unit shall be kept in good working order so that work delays and copy problems will be minimized. The copier must meet the total volume requirements listed under Copier Equipment Needed. VBISD 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 VBISD 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. 7. The Bidder should submit the names of three (3) school districts (if available) that have an equal or substantially equivalent copier 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. 8. The attached bid proposal sheet must be completed and enclosed as part of the bid proposal. Along with affidavit of familial relationship, affidavit of compliance Iran Economic Sanctions Act, and three references (if available).
Equipment Specifications Copier furnished must be digital and include all new parts of standard first grade quality, constructed of 100 % new components. Copier 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 VBISD. Under normal office use and storage conditions, copier 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. VBISD will furnish suitable electric current to operate the equipment with properly grounded receptacles. Minimum copier equipment specifications are: Monochrome printing, copying (including duplexing) Speed - minimum 100 ppm (A4 size); first copy out 4 secs. or less Print Resolutions up to 2400 x 2400 dpi Monthly average volume rating minimum 60,000 pages per month Duty cycle up to 2,000,000+ per month Paper capacity available to hold 8000+ sheets, plus a bypass tray Paper size max 13 x 19.2 Media weight minimum 16 lb. to 140 lb. maximum Auto document feeder 250 sheets Booklet maker with 2 and 3-hole punch 100 sheet stapling capability Scan resolutions 600 x 600 dpi Color scanning Scan to searchable PDF Scan to email Touch screen user interface preferred Standard interfaces for network connectivity minimum 10/100 BaseTX
Copier Equipment Needed: Number of machines VBISD Technology Center - 1 Meter Reading and Copy Allowance The Bidder shall provide a system for collecting copier meter readings monthly and shall report this information to the VBISD Business Office. The report should include: location, contact person, copier model, model accessories, and number of copies made per month. Installation and Site Preparation The site should not require any modification or preparation however if need be any proposed modifications are subject to VBISD approval prior to the placement of the equipment. It is the responsibility of the Bidder to profile the requirements of the site. It is VBISD responsibility to provide the electrical and site preparation. Surge protectors, if required, shall be provided by the Bidder. Maintenance In addition to the supply of the equipment, the successful vendor will be required to perform all maintenance and repairs necessary to maintain the copier equipment. Equipment maintenance and repairs shall be performed by qualified maintenance personnel during regular office hours. The vendor is required to provide services at other times as required. Maintenance and repair calls must be performed within four (4) hours of request for service. The maximum allowable downtime for this equipment is 48 hours. Vendor should detail credits for compensation if the equipment 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 promptly. 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. VBISD requires advance notice for preventive maintenance. Bidders shall give the site location 24 hour advanced notice of the Bidder s intent of performing preventive maintenance. Each machine should have a permanent record of machine maintenance kept with the machine.
BID PROPOSAL SHEET Van Buren Intermediate School District REQUEST FOR PROPOSAL HIGH VOLUME COPIER Name of bidder: Address: Phone: FAX: Contact name: Brand/model of equipment: Monthly lease cost equipment: Per impression cost (B/W): ANY MAINTENANCE AND SUPPLY COSTS (INCLUDING STAPLES): COST PER COPY YEAR 1: COST PER COPY YEAR 2: COST PER COPY YEAR 3: COST PER COPY YEAR 4: COST PER COPY YEAR 5: I AGREE TO ABIDE BY ALL OF THE TERMS OF THIS REQUEST FOR PROPOSAL UNLESS OTHERWISE STATED IN MY BID PROPOSAL. Authorized Signature Date Print Name, Title Attached Documents: References Affidavit of bidder Affidavit of compliance Iran Economic Sanctions Act
REFERENCES District Name Contact Name Address Phone Number Number of Years
AFFIDAVIT OF BIDDER FAMILIAL RELATIONSHIP Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Van Buren Intermediate School District Board of Education or the Van Buren Intermediate School District Superintendent must be accompanied with the bid. Bids without this affidavit will not be accepted. The members of the Van Buren Intermediate School District Board of Education are: Frances Sage, Mary Ann Middaugh, Richard Barden, Robert Anderson, and James Crandall. The Van Buren Intermediate School District Superintendent is: Jeffrey C. Mills The following are the familial relationships: There are none. The undersigned, authorized representative of the bidder STATE OF MICHIGAN) ) ss COUNTY OF ) (Company name) does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true. Signature of Bidder (Company) Representative Print Name Title Subscribed and sworn to before me this day of,. Notary Public, County, Michigan My commission expires: / /
AFFIDAVIT OF COMPLIANCE IRAN ECONOMIC SANCTIONS ACT Michigan Public Act No. 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 Buren Intermediate School District (the School District ) Request For Bids For (the RFB ), 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 the Bidder is awarded a contract as a result of the aforementioned RFB, the Bidder will not become an Iran linked business at any time during the course of performing any services under the contract. The Act defines an Iran Linked Business as an individual or any entity, including all successors, parent companies, subsidiaries and companies under common control, engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, including providing of products used to construct or maintain oil or liquefied natural gas pipelines. 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 $250,000.00 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 it is determined that the person has submitted the false certification. The undersigned, authorized representative of the bidder STATE OF MICHIGAN) ) ss COUNTY OF ) (Company name) does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true. Signature of Bidder (Company) Representative Print Name Title Subscribed and sworn to before me this day of,. Notary Public, County, Michigan My commission expires: / /