BALDWIN-WHITEHALL SCHOOL DISTRICT
4900 CURRY ROAD, PITTSBURGH, PA 15236
412-884-6300
REQUEST FOR PROPOSAL
JANUARY 18, 2017
WALK UP CONVENIENCE COPIERS / CENTRALIZED PRINT SHOP / PRINT MANAGEMENT SOFTWARE
ALL QUOTES DUE BY FEBRUARY 10, 2017 BY 12PM
IMPORTANT NOTICE:
To allow for communication of updates or clarifications made to this RFP document, all interested vendors are asked to send an email to Mark Cherpak, Business Manager at upon downloading this document.
I. Certification of RFP Response
The undersigned, on behalf of the company named below, hereby represents and certifies to the Baldwin-Whitehall School District to the best of his/her knowledge that:
A. The information contained in the enclosed RFP Response is accurate and truthful.
B. Compliance to all applicable laws, regulations, ordinances of applicable federal, state and other governmental or regulatory agencies is continually maintained.
C. Unless disclosed in the RFP Response, the RFP Response was not prepared or submitted in conjunction or cooperation with any other company or individual.
Submitted by Company:
Street Address:
City/ State/ Zip:
Signature:
Printed Name:
Officer Title:
Date:
Telephone Number:
II. General Instructions / RFP Response Guidelines
A. Introduction
The purpose of this document is to provide interested parties with information to enable them to prepare and submit a RFP Response for providing a district wide automated print strategy for Baldwin-Whitehall School District. Baldwin-Whitehall School District is seeking a supplier that will partner with Baldwin-Whitehall School District to develop a state-of-the-art printing environment that supports satellite floor equipment, laser printers, faxing/scanning (in selected areas), and a centralized high volume printing/finishing operation in conjunction with a facilities management operation.
We are looking for a supplier with the demonstrated expertise, technology, resources and commitment by employing a “Best Practices” strategy to provide digital products and perform the comprehensive scope of the pre-determined services. We would like to set up an alliance with a strategic supplier who has experience with our requirements and to make modifications, when necessary, and grow with our needs.
B. Instructions for Response
Responses are to be received at Baldwin-Whitehall School District to the attention of
Mark Cherpak, Business Manager; Baldwin-Whitehall School District Administration Office, 4900 Curry Road; Pittsburgh, PA 15236. Responses are due no later than 12:00PM on February 10, 2017. Responses will remain confidential between the potential supplier and Baldwin-Whitehall School District unless otherwise indicated in writing.
Two (2) copies of each RFP Response are required.
All materials contained in this RFP or later distributed and referred to, are the property of Baldwin-Whitehall School District. The Supplier agrees, by accepting this RFP that it will keep such materials and information in confidence and will not provide duplicates of such materials and information or disclose such materials to any person outside its organization.
C. RFP Response Guidelines
1. The evaluation and selection of a supplier will be based on information submitted in the supplier’s RFP Response. Failure to respond to each requirement in the RFP may be the basis for rejecting a response.
2. You are encouraged to include a restatement of the question, requirement, or data being requested above your response.
D. Submitting a RFP Response
1. Suppliers must submit all materials required for acceptance of their RFP to:
Name: Mark Cherpak, Business Manager
Address: Baldwin-Whitehall School District
4900 Curry Road
Pittsburgh, PA 15236
Telephone: (412) 885-6300
Facsimile: (412) 885-7802
2. The proposing company name must appear on each page of the RFP Response.
3. The proposing company must complete a Non-Collusion Affidavit
E. Calendar of Events
Listed below are specific and estimated dates and times of actions related to the Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by BALDWIN-WHITEHALL SCHOOL DISTRICT. In the event that BALDWIN-WHITEHALL SCHOOL DISTRICT finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There will be a formal notification issued for changes in the estimated dates and times.
DATE EVENT
January 18, 2017 Date of issue of the RFP
February 3, 2017 @ 4 PM Written Inquiries due
February 10, 2017@ 12 PM RFP response due from Vendors
F. Pricing and Evaluation
1. Pricing will be based on a 60-month operating lease
2. We reserve the right to award a single or multiple vendors for each band as well as the entire procurement.
3. Equipment manufacturing status will be based on the Commonwealth of Pennsylvania Co-Stars pricing schedule terms and requirements for manufacturing status. All equipment must be 100% new with an introduction date no later than 01-01-15, with a starting meter count of no more than 500 total impressions.
III. Vendor Profile
A. Background
1. Identify any previous experience within the K-12 marketplace.
2. Provide a list of at least five references of school districts equivalent in scope and business environment to BALDWIN-WHITEHALL SCHOOL DISTRICT that you are supporting with copiers, print management software, and facilities management programs.
B. Staffing and Organization
1. Provide a copy of your company’s organization chart, for sales and service of
digital products.
2. Describe your staffing process for on-site facilities management and support. Also, describe the process associated with your employees’ education on digital products.
3. Describe the technical trouble-shooting capabilities of the vendor-supplied on-site staff that will be provided to BALDWIN-WHITEHALL SCHOOL DISTRICT.
4. Identify who will be responsible for contract administration.
5. Provide resumes of key personnel who will be assigned to this contract, including educational background, technical skills set, specific training, and security background checks, i.e., Act 33 and Act 34 clearances.
6. Describe your procedures for providing backup support in the event employees are ill
or on vacation.
7. Describe in detail your corporate policy ensuring that your support staff complies with a dress code.
C. Training
1. Describe your employee training programs specifically for the installation and service of digital products.
2. How many service personnel are certified to support products?
D. Service
1. Describe how service will be provided to all Baldwin-Whitehall School District locations. Are there third party providers involved and if so, supply list of providers along with references.
2. Describe your customer reporting structure and follow-through practices for equipment service issues.
3. Describe the processes and costs associated with equipment moves within the Baldwin-Whitehall School District sites by providing detailed documentation.
E. Security
1. Have the product proposed received Common Criteria Certification on the entire device including the Operating System, Hard Drive, Controller, Post-Script, Local User Interface, Scanner, and Fax module?
2. Does your product provide Internet Protocol Security (IPsec) to ensure that the entire connection between the client and the MFP are encrypted, ensuring complete security for all printing functions?
3. Does your product provide a security audit log to track all job activity to the logged-in network identity of the user?
4. What EAL level Common Criteria Certification have you received on each of the following MFP components? If the product proposed does not have Common Criteria Certification for a specific component please note “no certification”:
· Operating System (OS)
· Hard Drive (Disk)
· DOSS
· Controller
· PostScript
· Local User Interface
· Web User Interface
· Scanner
· Fax Card
5. Does your Image Overwrite Security feature provide you with the ability to overwrite the entire user data spool partition on the disk?
IV. General Conditions
A. Statement of Compliance
All proposing vendors must include a statement of compliance which asserts that the submitted proposal meets or exceeds Baldwin-Whitehall’s current configuration and requested solution configuration as described within this RFP document. Each area in which the proposed solution does not meet or exceed current or requested configuration criteria must be identified in writing, and submitted with the compliance statement. The compliance statement should be submitted as part of the proposal.
B. Service
Identify how the maintenance of the digital devices will be handled and detail anticipated response times for all locations.
C. Evidence of Insurance
1. General Liability Insurance - Minimum of $1,000,000.00 limit required.
2. Auto Insurance - State minimum coverage required,
3. Workers Compensation Insurance - Statutory coverage required.
D. Errors or Omissions
If any errors or omissions appear in the specifications or other documents, the proposer shall notify the district in writing within seven days before date due of proposals.
E. Contract and Payments
The contractor will be required to accept the district form of contract and submit monthly invoices and shall be paid thirty days following the end of the month in which the contractor has satisfactorily completed the district’s digital copying and management services.
F. Confidentiality Statement
Baldwin-Whitehall School District reserves the right to keep any and all information discussed or presented in any forum private. Any information discussed or presented during any Baldwin-Whitehall School District function is for the sole use of those invited guests and employees of Baldwin-Whitehall School District only.
Any provider of digital services working for or in Baldwin-Whitehall School District will be expected to sign and adhere to a Confidentiality Agreement. It will be the responsibility of the provider to educate its employees about the details of the Confidentiality Agreement.
In the event that the contractor refuses or fails for any reason to perform any of its obligations pursuant to this agreement, the district, at its option, shall terminate this agreement, and the district will be obligated to the contractor only for goods delivered and accepted and services performed and accepted by the district prior to termination.
Neither contractor nor any subcontractor nor any person or persons acting on its behalf shall discriminate against any person because of race, gender, age, creed, color, religion, national origin, ancestry, handicap or disability in the provision of services pursuant to this agreement.
G. Clearances
All prospective employees of public and private schools, intermediate units and area vocational-technical schools, including independent vendors and their employees who have direct contact with children, must provide to their employer a copy of their Pennsylvania State Criminal History Background Check and their Federal Criminal History Record that cannot be more than one-year-old.
The successful vendor shall be required to obtain a Federal Criminal History Report and Child Abuse Clearances, FBI Clearances, and/or all other state mandated security clearances for any employee who will be working at the LEA site. The vendor shall pay for all costs associated with of filing of these reports for all workmen pertaining to the awarded contract. The LEA will furnish required report forms to successful vendor. Report forms are then submitted to the State Police for review.
All reports are required to be completed within thirty (30) days of notice of award. Not providing said clearances within thirty (30) days of notice of award, would preclude the contractor from gaining access to any LEA facility. Refusal to obtain said clearance will void any agreement held with the LEA.
H. Servicing of Equipment
Service call requests must be responded to within four hours or following business day response if service call placed at close of business. Any repairs that cannot be made during the initial service call must be made within one business day. If the repairs are unable to be made within one business day, the vendor’s service department must notify the District’s designated representative. The selected vendor will be required to provide the following if deemed appropriate by the District’s designated representative, but not limited to:
• An explanation and detailed plan to address issues/concern or
• A temporary loaner machine of like model and comparable size and capabilities to be used by the site until such time the original equipment is fully operational. All expenses involving the loaner will be absorbed by the vendor at no cost to the District.
I. Replacement of Equipment
If at any time during the term of this agreement, the District is dissatisfied with the performance of any equipment installed under this agreement, the vendor shall agree to replace the equipment with an identical model or a machine, which has comparable features and capabilities at no charge or change to the maintenance contract.
J. Relocation of Equipment
The District at any time during the contract may request to move or transfer contract equipment from one location to another location as deemed necessary with no charge or change to maintenance contract. Vendor shall be notified of any move or relocation five working days prior to the date of the move to insure continued maintenance service and accurate record keeping.
K. TRAINING
Minimum Training
The selected vendor must provide a minimum of two training sessions for each copier leased. This is to ensure that key staff members have more than one opportunity to attend a training session. This training must incorporate basic copier maintenance including 1) how to clear a jam 2) how to add paper 3) how to add toner and 4) how to prevent paper jams.
Annual and Additional Training
The selected vendor will train new hires on copiers on an ongoing basis as requested by the AIU. Moreover, the selected vendor must provide a scheduled annual training review per each copier in a given building/building area. Additional training and annual review may be requested per building which the selected vendor will be responsible for responding to and scheduling.
Annual and Additional Training
Please provide a sample of a proposed training schedule and sample agenda of a training session.
VI. Base Monthly Minimums
Copiers:
B/W: 1,500,000 per month
Color: 12,900 per month
Printers:
B/W: 54,000 per month
Color: 4,500 per month
VII. Pricing
A. Pricing will be based on a 60-month operating lease including equipment, staffing, maintenance, supplies and service.
B. Pricing shall excludes paper and staples
C. Pricing should include full training on each machine based on its specific configuration
D. Pricing should include an overage rate for all pages over the base monthly minimum, which is reconciled on a semiannual basis
E. Pricing should include delivery and installation
F. Any software/licensing costs must also be included in the pricing of the proposal. No additional costs will be incurred for services relating to any software/hardware beyond this proposal.