REQUEST FOR PROPOSAL COPIERS AND COPIER MAINTENANCE YOUR PROPOSAL MUST BE RECEIVED BEFORE June 28, 2018 2:00PM PROPOSER S CERTIFICATION We offer to furnish Lewis-Palmer School District the materials, supplies, products, and/or services requested in accordance with the specifications and subject to the terms and conditions of the purchase(s) described herein: NAME OF PROPOSER: ADDRESS: SCHOOL DISTRICT: Lewis-Palmer School District #38, Monument, CO 80132 PHONE NUMBER: BY: (PRINTED OR TYPED NAME) FAX NUMBER: (WRITTEN SIGNATURE) EMAIL ADDRESS: TAXPAYER I.D. NUMBER: Signature constitutes acceptance of all terms and conditions listed on this form and all documents attached. Please submit four (4) full copies of your proposal in a sealed envelope that is clearly marked with the Request for Proposal information listed above. Mail, email, or hand carry all proposals to Lewis-Palmer School District, 146 Jefferson Street, Monument, CO 80132, prior to the proposal opening date and time. Faxed proposals will not be accepted. It is the sole responsibility of the proposer to see that their proposal is received on time. Proposals will not be considered which are received after the time stated, and any proposal so received will be filed in the proposal file unopened. Lewis-Palmer School District reserves the right to reject any and all proposals, or accept any presented which meets or exceeds the specifications and which are deemed to be in the best interest of the School District. The School District is not bound to accept the lowest proposal. The School District also reserves the right to waive formalities of the bidding procedure or informalities contained in the proposal. Copier RFP June 2018 1
SECTION ONE-GENERAL INFORMATION A. Scope of Services: Through this Request for Proposal (RFP), Lewis-Palmer School District #38, hereinafter referred to as the School District, respectfully requests proposals from responsible firms for the provision of the purchases of copiers and copier maintenance. The contract period will begin August 1, 2018 through July 31, 2021, with options to extend the maintenance portion of the contract for an additional one (1) year period for a maximum of three (3) years. This agreement will be for supplies and service for the copiers specified herein only. Any agreement and/or extension to the original period of a subject contract shall be contingent upon funding being appropriated, budgeted, and otherwise made available for such purposes and are subject to the School District s unanimous agreement that satisfactory service has been received in the preceding contract period. B. Tentative Proposal Schedule: June 14, 2018 Request for Proposal distributed June 28, 2018 Request for Proposal due from vendors to the School District July 5, 2018 Copier Demonstrations/Presentations, if necessary July 12, 2018 Contract Award(s) C. General Information: It is the intent of the School District to contract with only one (1) firm for the provision of the purchase for copiers as well as the associated service/maintenance required for said copiers. Proposals submitted using used and/or refurbished copiers will not be considered. A list of the copiers currently being used is attached. D. General Requirements: The proposal submitted in response to this RFP must be in the format requested herein. Any serious deviation from this format shall be cause for rejection of the proposal. All proposals shall become property of the School District. At the discretion of the School District, firms submitting proposals may be requested to host demonstrations of copiers proposed herein as part of the evaluation process. The School District will not reimburse the respondents to this RFP for any costs associated with preparation and submission of said proposals or in the preparation for and attendance at a demonstration and/or presentation. The School District reserves the right to request any firm submitting a proposal to clarify its proposal or to supply additional information necessary to assist in the selection process. All firms must be able to meet the entire requirement set aside in this RFP. Copier RFP June 2018 2
All proposals shall include all of the information requested in this RFP, plus any additional data that the proposers deem pertinent to the understanding and evaluating of the proposal. The proposer should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. All proposals shall meet, at a minimum, all criteria in the following sections. E. Mandatory Requirements: All proposals must address each of the following. Proposals must include but are not limited to the following information. 1. Company Qualifications: a) Provide a complete description of your firms capabilities in the field of sale and repair/maintenance programs for copiers. 2. Staffing and Administration: a) Provide the office address and total number of employees at the office that will service our account; b) Provide the names of the actual employees that will be assigned to the School District; c) Describe the communications that will occur between your organization and the District concerning the status of copiers. 3. Technical: a) Explain the initial and ongoing training programs provided for the technicians within your firm; b) Provide the information on how often your firm s technicians on a standard maintenance contract perform planned maintenance; c) Provide an explanation of your firm s compliance with a four (4) hour response time on ALL service calls. Planned maintenance does not fall under the requirement of a four (4) hour response time. Copier RFP June 2018 3
4. Equipment Requirements: Minimum Required Accessories: Sorting/Stacking System Fully Automatic Reversing Document Feeder Fully Automatic Duplexing Unit Zoom Reduction/Enlargement 50%-200% (1% increments) Paper Size 5 ½ x 8 to 11x17 inches Fully digital networked Fax module At Least Three (3) Paper Trays; 500 sheets, 8 ½ x11, 8 ½ x14, 11x17 50 Sheet By-Pass Tray Paper Weight: approx.. 10# to 110# including construction paper MUST be able to operate with recycled paper Stationary Platen Book Copy Mode, Photo Mode, Image Shift, Auto Start, Auto Stapler with at least 2 positions User Codes Paper with different finishes a) Existing Copy Machines and Quantity: Konica Minolta Biz Hubs 160-1, 250-1, 350-1, C360-1, 361-1, 423-6, 600-6, 720-2, 751-1, 1312-1, 7020-8, 7025-1, 7132-1, 7155-1, 7255-1, 920-3 Please provide information/cost with compatible machines from your company. b) Information Regarding our Account: - Crew that would service machines - Lead Time - Emergencies - Number of People - Copiers they would recover and abilities Copier RFP June 2018 4
5. Fee Schedule: This RFP is structured to obtain the best possible price for each copier. a) Provide pricing for copiers proposed; b) Provide pricing on a maintenance agreement for existing copiers. Pricing should be given for year one, year two, and year three of the contract. Maintenance agreement must include all supplies (except paper and staples). Maintenance agreements for the entire district (excluding color machines) on a per copy basis are preferred; c) Provide detailed warranty information for copiers proposed; d) The District may desire to purchase additional units in future years. Provide pricing to the extent possible for additional units that may be purchased in years two and three of the contract. 6. Additional Information: In addition to providing information above, please address the following issues: a) Address the issue of flexibility within the contract. Flexibility is defined as the ability to upgrade or downgrade, without penalty or complications, as the need exists; b) If there are any exceptions to Mandatory Requirements, they MUST be noted on each copier submission. F. Delivery, Installation, and Training: Delivery and Installation of the copiers shall be included in the price given. Delivery and Installation may include the moving of machine, after first placement, due to the change in appropriate copier location. Training sessions, under either of the options, shall be included in the price given. Several training sessions will be held in order to accommodate all employees. Follow-up or repeat training sessions will be provided, as required. Copier RFP June 2018 5
G. Invoicing: All invoices must include the following minimum information: a) School District Purchase Order Number; b) Copier, to be listed by model number, serial number, and location; c) Maintenance invoices MUST include model number, serial number, and location. Also, include the previous month/quarter and ending month/quarter meter readings. Maintenance slips must be provided with the above information to the administrative building when any work is conducted on a machine, regardless of invoicing for services. H. References: Provide a minimum of three (3) current references to include name, title, address, telephone, and fax numbers for which your firm is currently furnishing products and services on a same or similar contract or agreement. The inability to contact references may be cause for rejection of the proposal. I. Inquiries: All questions relating to the RFP shall be directed to the attention of Marcy Studtmann at mstudtmann@lewispalmer.org. Telephone inquiries are to be restricted to project information or clarification of the RFP questions. All other inquiries must be in writing and responses will be shared with all proposers, as appropriate. SECTION TWO-PROPOSAL CONDITIONS AND PROVISIONS A. General: All proposals must be submitted in accordance with all terms, conditions, specifications, and stipulations contained herein. Proposers shall carefully read and be familiar with all terms, conditions, specifications, and stipulations contained in this RFP, which shall become part of the final contract. All proposals must be signed by a duly-authorized official of the proposing company. The completed and signed proposal (together with all required attachments) must be emailed or returned to the School District Clerk s Office on or before the due date and time shown on Page 1. All participating proposers, by their signature hereunder, agree to comply with all of the conditions, requirements and instructions of this proposal as stated or implied herein. Any alteration, erasure or interlineation by the proposer in this proposal shall constitute cause for rejection by the School District. Exceptions or deviations to this proposal must not be added to the proposal pages, but must be on Copier RFP June 2018 6
vendor s letterhead and accompany the proposal. Should the School District omit anything from this proposal that is necessary to clear understanding of the work, or should it appear that various instructions are in conflict, the proposer must secure written instructions from the District at least fortyeight (48) hours prior to the time and date of the proposal opening shown on Page 1. Prices stated must be in the units specified. In the case of a discrepancy between the unit price and extension, the unit price shall be considered correct. Minor details by oversight will not constitute an excuse for their omission. Proposals shall be firm quotations subject to acceptance or rejection within thirty (30) days of the proposal opening date. A proposer may withdraw its proposal at any time prior to the scheduled time of receipt; however, persons or firms withdrawing proposals may not submit another proposal in this matter. The School District is not responsible for any goods delivered or services performed without a purchase order, signed by an authorized representative of the School District s Purchasing Division. The School District reserves the right to negotiate optional items and/or services with the successful proposer. The successful proposer may be required to provide proof of and the required limits of liability insurance, including workers compensation as indicated in the attached sample agreement. The School District reserves the right to waive any technical or formal errors or omissions and to reject any and all proposals, or to award a contract for the items herein, either in part or in whole, if it deems it to be in the best interest of the School District to do so. No proposal shall be accepted from, and no contract will be awarded to any person, firm or corporation that is in arrears to the School District, or that is a defaulter, as surety or otherwise, upon any obligation to the School District, or that has failed to attain or demonstrate compliance with any law, ordinance, regulation, or contract term or condition as may be provided for or required in any School District contract, or that may be deemed irresponsible or unreliable by the School District. Proposers may be required to submit satisfactory evidence that they have a practical knowledge of the particular work bid upon and that they have the necessary financial resources to perform and complete the work outlined in this proposal. The proposer agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the School District, and to secure all necessary licenses and permits in connection with this proposal. Copier RFP June 2018 7
All proposers must take into consideration that only the School District s contract documents will be used in the finalization of any agreement issued as a result of this RFP. Proposer s contract document will not be used. B. Ethical Standards: It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other capacity in any proceeding of application, request for filing, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or bid therefore. It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order. In the event that any gratuities or kickbacks are offered or tendered to any School District employee or representative, the proposer s proposal will be disqualified. C. Non-Collusive Bidding Certification: By submission of this proposal, the proposer certifies that: 1. The proposal has been arrived at by the proposer independently and has been submitted without collusion with any other proposer; 2. The contents of the proposal have not been communicated by the proposer; nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the proposer or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of this proposal. D. NON-DISCRIMINATION IN EMPLOYMENT: In connection with the performance of work under a contract issued as a result of this RFP, the proposer agrees not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. The proposer further agrees to insert the foregoing provision in all subcontracts hereunder. Copier RFP June 2018 8
Indemnification: Indemnification by the School District. The School District cannot and by this agreement does not agree to indemnify, hold harmless, exonerate or assume the defense of the proposer or any other person or entity whatsoever, for any purpose whatsoever. Indemnity. The proposer shall defend, indemnify and hold harmless the School District, its officers, agents, employees from any and all claims, demands, suits, actions or proceedings of any kind or nature whatsoever, including workers compensation claims, in any way resulting from or arising out of any agreement issued as a result of this RFP; provided, however, that the proposer need not indemnify or save harmless the School District, its officers, agents and employees from damages resulting from the negligence of the School District s officers, agents and employees. E. Assignment of Purchase Order or Contract: A supplier or contractor may not assign or otherwise transfer any of its rights or obligations under any purchase order or contract made and entered into pursuant to the School District proposer s proposal without the prior written approval of the School District Purchasing Division. F. Cancellation: The School District reserves the right to cancel the whole or any part of a contract issued as a result of this RFP due to failure of the contractor to carry out any term, promise or condition of the contract. The School District will issue a written notice of default to the contractor for failing to act in compliance with the terms and conditions of such contract. G. Examination of Records: The proposer agrees that the School District shall, until the expiration of three (3) years after the final payment under an agreement issued as a result of this RFP, have access to and the right to examine any directly pertinent books, documents, papers and records of the contractor involving transactions of such agreements. H. Taxes: All proposals shall reflect all applicable tax exemptions for the School District: State Registration Number: # 98-014999-0000 Copier RFP June 2018 9