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Educational Data Systems Inc.
REQUEST FOR PROPOSAL:
COPIER REPLACEMENT & MAINTENANCE
UPDATED February 28, 2018
Issue Date:January 19, 2018
Proposal Deadline: March15, 2018
Vendor award: March31, 2018
Contact:Rob Dancer, CFO
Phone: (313) 271-2660
Email:
DESCRIPTION: Proposals are being solicited for the purpose of contracting for the replacement of approximately 25 +/- digital copiers located throughout a multiple state vicinity. It will take up to 3 years to replace all the devices based on different Lease end dates per our current obligations.
Submittals must be emailed to the supplied contact above, on or before the due date. Late submittals will not be accepted. There will not be a“bid opening” due to the nature of the request. No hard copies need to be submitted.
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TABLE OF CONTENTS
TABLE OF CONTENTS...... 2
RFP INSTRUCTIONS...... 3
SCOPE OF WORK AND SPECIFICATIONS...... 5
CURRENT MAKEUP OF DEVICES…………………………………………………………………………….6
SPECIFICATIONS...... 7
SUPPORT REQUIREMENTS...... 9
QUALIFICTIONS...... 11
EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS...... 12
VERIFICATION OF MINIMUM QUALIFICATION FORM...... 13
COST PROPOSAL FORM...... 14
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RFP INSTRUCTIONS
1) PRE-PROPOSAL INFORMATION AND QUESTIONS: Each proposal that is received by the deadline will be evaluated on its merit and completeness of all requested information. In preparing proposals, Respondents are advised to rely only upon the contents of this RFP and accompanying documents and any written clarifications or addenda issued by EDSI. If a Respondent finds a discrepancy, error, or omission in the RFP package, or requires any written addendum thereto, the Respondent is requested to notify the Purchasing contact noted on the cover of this RFP, so that written clarification may be sent to all prospective Respondents. EDSI IS NOT RESPONSIBLE FOR ANY ORAL INSTRUCTIONS. All questions must be submitted in writing to the Purchasing contact before the Deadline indicated on the front of this document. No contact regarding this document with other employees is permitted. All questions will be answered pending its validity to the RFP
a)All questions must be submitted in writing to the Purchasing contact before the Deadline indicated on the front of this document.
b)No communication is permitted between Proposers and other EDSI Departments or Divisions prior to the award of the proposal unless sanctioned by EDSI.
2) RFP MODIFICATIONS/ADDENDA: Clarifications, modifications, or amendments may be made to this RFP at the discretion of the EDSI. Any and all Addenda issued by EDSI will be posted as noted on the Cover Page of this document. It is the responsibility of the Respondent to obtain the available Addenda and acknowledge Addenda on the Proposal Form of this RFP. Failure to acknowledge Addenda may result in your proposal being deemed non-responsive and rejected without any further evaluation. If any changes are made to this RFP document by any party other than EDSI, the original RFP document and associated Addenda in EDSI’s files shall take precedence.
3) PROPOSAL SUBMISSION: The Respondent must include the following items or the proposal may be deemed non-responsive:
i)All forms contained in this RFP, fully completed
ii)Evidence that the Minimum Qualifications listed in the Specifications/Scope of Work are met.
a)Proposals must be emailed by the due date and time. If file size is larger than 20MB, please send in 20 MB increments.
b)Submission of a proposal establishes a conclusive presumption that the Respondent is thoroughly familiar with the Request for Proposal (RFP), and that the Respondent understands and agrees to abide by each and all of the stipulations and requirements contained therein. Businesses that have done work for EDSIare not exempt from submitting required documents or meeting other requirements listed in this RFP.
c)All prices and notations must completed. If not offering on a line item, you must write in “N/A” or “already included” Mistakes may be crossed out and corrections must be initialed by the person(s) signing the bid.
d)All costs incurred in the preparation and presentation of the proposal is the Respondent’s sole responsibility; no pre-proposal costs will be reimbursed to any Respondent. All documentation submitted with the proposal will become the property of EDSI.
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e) Proposals must be held firm for a minimum of 90 days.
4)WITHDRAWAL: Proposals may only be withdrawn by written notice prior to the date and time set for the proposal deadline. No Proposal may be withdrawn after the deadline for submission.
5)PRICING: In cases where discrepancies are found on the price page when computing the total amount on the price sheet, the unit price shall prevail.
6)REJECTION: EDSI reserves the right to reject any or all proposals, or to accept or reject any proposal in part, and to waive any minor informality or irregularity in proposals received if it is determined by EDSI that the best interest of EDSI will be served by doing so. If all Proposals are rejected by EDSI, notice will be posted to responding vendors. No Proposal will be considered from any person, firm or corporation in arrears or in default to EDSI on any contract, debt, or other obligation, or if the Respondent is debarred by EDSI from consideration for a contract award, or if Respondent has committed a violation of EDSI’s Code of Ethics that resulted in a termination of a contract or other material sanction within the five (5) years immediately preceding the date of issuance of this document.
7)PROCUREMENT POLICY: Procurement for EDSI will be handled in a manner providing fair opportunity to all businesses. This will be accomplished without abrogation or sacrifice of quality and as determined to be in the best interest of EDSI.
8)PROPOSAL SIGNATURES: Proposals must be signed by an authorized official of the Respondent. Each signature represents binding commitment upon the Respondent to provide the goods and/or services offered to EDSI if the Respondent is determined to be the most responsive and responsible Respondent. The resulting contract is not binding until fully executed by both parties.
9)CONTRACT AWARD: EDSI reserves the right to award by item, group of items, or total proposal. The Respondent to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided by written notice sent to the Respondent at the address designated in the proposal. After a final award of the Agreement by EDSI, the Contractor must execute and perform said Agreement upon full execution by both parties. The date on which the Agreement is signed by EDSI marks the beginning of the Agreement and shall be binding.
10)NO RFP RESPONSE: For those Businesses who receive this RFP but who do not submit a response, it would help EDSIif you would please return a notice of why you have chosen not to respond.
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SCOPE OF WORK AND SPECIFICATIONS
1.INTRODUCTION: Through this Request for Proposal (RFP), EDSI invites businesses that meet the qualifications set forth herein to submit proposals to provide a Multiple function copier solution as well as provide maintenance and support.
2.GENERAL INFORMATION: EDSI typically does 3 year leases and all devices do not expire at the same time. Please expect that the chosen vendor will need to create multiple orders over the course of the 3 year time span in order to fulfill our needs at the proper given time.
3.SCOPE OF WORK: The successful Respondent shall be required to provide all labor, equipment, materials, supplies and training to accomplish the following work except as otherwise identified below.
EDSI is accepting proposals to provide “up to” 28 digital copiers. The copiers in place now are all Konica Minolta Bizhub Branded devices. The copiers are located throughoutmultiple facilities. Due to the varying requirements of the different facilities, the proposal must address different categories to provide variety and multiple options to EDSI to choose.
Vendors responding to this proposal must be able to provide a description of support hours, response time and ticket management system as well as a description of monthly billing and metering methodology. It is expected that you are able to provide support directly or contract the work to a local reputable provider pending your operations footprint of support.
Current Makeup of existing devices is on the following page below:
Current Model / Street Name / City / ST / ZipC754E / 15300 COMMERCE DR N / DEARBORN / MI / 48120-1264
BIZ754E / 333 FORBES AVE / PITTSBURG / PA / 15222-1830
C3350 / 219 W 9TH ST / WILMINGTON / DE / 19801-1619
BIZ654E / 1016 N CHARLOTTE ST / LANCASTER / PA / 17603-2764
BIZ754E / 333 FORBES AVE / PITTSBURG / PA / 15222-1830
BIZ754E / 120 STUYVESANT PL / STATEN ISLAND / NY / 10301-1992
BIZ754E / 1200 MERCANTILE LN / LARGO / MD / 20774-5379
BIZ754E / 100 N CAMERON ST / HARRISBURG / PA / 17101-2424
C654E / 120 STUYVESANT PL / STATEN ISLAND / NY / 10301-1992
BIZ754E / 100 S BROAD ST / PHILADELPHIA / PA / 19110-1015
BIZ754E / 219 W 9TH ST / WILMINGTON / DE / 19801-1619
C654E / 1200 MERCANTILE LN / LARGO / MD / 20774-5379
BIZ654E / 243 SCHNEIDER DR / LEBANON / PA / 17046
C654E / 5717 SHORE FRONT PKWY / ARVERNE / NY / 11692-1846
C3350 / 333 FORBES AVE / PITTSBURG / PA / 15222-1830
BIZ364E / 30206 PLYMOUTH R / LIVONIA / MI / 48150-2117
BIZ364E / 30206 PLYMOUTH R / LIVONIA / MI / 48150-2117
C754E / 215 W 125TH ST / NEW YORK / NY / 10027-4426
C654E / 160 E 7TH ST / CHESTER / PA / 19013-6039
BIZ364E / 32 E UNION ST / WILKES BARRE / PA / 18701-2795
C754E / 516 W 181ST ST / NEW YORK / NY / 10033
BIZ364E / 150 V TWIN DR / GETTYSBURG / PA / 17325-7985
BIZ364E / 1 ALEXANDRA CT / CARLISLE / PA / 17015-7667
BIZ364E / 841 VOGELSONG RD / YORK / PA / 17404-1397
BIZ364E / 600 NORLAND AVE / CHAMBERSBURG / PA / 17201-4233
BIZ364E / 100 N CAMERON ST / HARRISBURG / PA / 17101-2424
C308 / 1920 KUTZTOWN RD / READING / PA / 19604-1518
C754E / 1920 KUTZTOWN RD / READING / PA / 19604-1518
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Basic Specifications for needed functionality of each similar model type are below. Please provide the equivalent device and its respective pricingper unit that is detailed below:
Alternate solutions will be considered with the proper business justification.
Models for which pricing is requested arelisted below and must include delivery, installation & respective training if needed. It is understood that replacement devices will not be the exact same speed as those we are requesting, please propose within 5 ppm if you do have a “direct replacement” for the output speed of the device requested.
Black output Level 1 Device Model: 30ppm +/- 5ppm
Level 2 Device Model: 40ppm +/- 5ppm
Level 3 Device Model: 65ppm +/- 5ppm
Color output Level 1 Device Model: 30ppm +/- 5ppm
Level 2 Device Model: 40ppm +/- 5ppm
Level 3 Device Model: 65ppm +/- 5pp
4. PRODUCT MINIMUM SPECIFICATIONS:
Minimum Required Features:
All copiers must have network printer capability and must be Windows7 or newer compatible. Please include in your Pricing with each of the models listed previously to either include or list separately the purchase price of the features below: It is understood that most of these features are likely “standard”. If so, please notate the information accordingly in the notes section of the Cost Proposal Form. Remember it is expected that you price the equipment accordingly based on being able to perform the functions below. If you wish to present the costs of each item/function below, you are encouraged to do so.
Staple
Fax
Sort and collate
Larger capacity tray/s (up to 11x17)
Network Scanning (SMB)
Scan to Email
Hard Drive wipe for when devices are returned
Secure print
B/W and Color “click” rates where applicable
Any additional Memory upgrades
Paper sizes up to 11x17”
Double Sided Print
Double Sided Scan
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Minimum Support Requirements:
All vendors must meet the following support requirements in order for their proposal to be considered:
1.The all-inclusive service and maintenance agreement must include an average of four (4) business hour response time to allcalls and 24-hour system to place a call. Proposers must indicate the percentage of rebate on the service contract if the times are not adhered.
2.In the event of a major hardware failure, a copier will be loaned to EDSI at the joint discretion of the time it may be deemed “down”.
Maintenance:
Maintenance for full service coverage is to be included based on a Cost per Copy (CPC) charge at the initial time of ordering the equipment. All equipment maintenance shall be on-site, unless otherwise approved.
Preventative maintenance includes lubrication, necessary adjustments and replacement of parts. The schedule will be based on the manufacturer’s suggested preventative maintenance cycle.
The CPC charge includes normal operating supplies, including but not limited to toners (black & color), developers, fusing rollers, fuser oil, PM kits or any item required to make the machine run. Paper or “media” is not expected to be included. It is assumed that when pricing CPC’s that you estimate EDSI produces approximately 250,000 images/clicks per month on current copier fleet.
Delivery Requirements:
All vendors must meet the following delivery requirements in order for their proposal to be considered
1.DELIVERY HOURS. Unless otherwise specified, all items must be delivered to all of the designated facilities Monday through Friday, between the hours of 8:00 AM and 5:00 PM, excluding holidays.
2.DELIVERY TIME. The maximum time allowed for delivery is (14) days from receipt of an order. Time is of the essence. Proposers shall state earliest delivery time in their Proposal. EDSI reserves the right to cancel any order not received within the time stated by the Proposer in their response.
Special Provisions for Materials & Equipment Furnished by Contractor:
1.DEMONSTRATION OF PRODUCT OFFERED. A demonstration of the item(s) offered may be required if asked by the requestor.
2.NEW AND UNUSED. Unless specifically provided to the contrary, all material and equipment shall be new and unused and of the current model production year. Proposals that are received for other than the current production year or for items and materials that have been previously used will be rejected.
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3.AUTHORIZED DISTRIBUTOR. Successful Proposer must be an Authorized Distributor for the product offered, or with his Proposal, he must submit documentation from an authorized distributor from whom he has purchased the specified materials or equipment. Said documentation must state that the distributor will honor all manufacturers' warranties.
i.e the Manufacturer Certificate
4.BRAND NAMES. Manufacturer’s names, trade names, brand names, model and catalog numbers used in these specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item.
5.BRAND SUBSTITUTIONS. Proposals will be considered on equipment or material complying substantially with specifications, provided each deviation is stated and each substitution is described in detail. Standard catalog sheets or technical data will not be accepted in lieu of this requirement. EDSI will be the sole determiner of whether such substitutions are equivalent to the materials or equipment specified.
6.SUPPLIES. Vendor will provide supplies for copiers, including toner. A supply cost breakdown must be provided with the proposal if it goes beyond the CPC requested.
Billing Requirements:
All vendors must meet the following support requirements in order for their proposal to be considered.
1. Vendor can provide a simple electronic billing solution, individually billed by department/division or general summary. Automated meter reporting will be provided for copier usage if devices are placed on the network.
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QUALIFICATIONS
1) MINIMUM QUALIFICATIONS: Respondents will be deemed non-responsive and rejected without any further evaluation if they do not meet the following qualifications:
a)The Respondent must have five (10) years of experience performing similar work as described in the scope of work.
b)The Respondent must have performed at least three (3) similar projects within the last five (3) years. Projects must be similar in size, application, and scope. Provide a brief description of their implementation. (Proof of experience must be provided in the form of references.)
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EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS
1) EVALUATION: All proposals received will be evaluated by an Evaluation Team. The following factors will be considered but not limited to when making the selection:
a)Delivery time and/or timeline to install new fleet
b)Experience & Qualifications
c)Perceived Ease of deployment
d)Cost
e)Unique value add
Each proposal submitted in response to this RFP shall focus on these criteria. In addition, the Evaluation Team also may consider the past performance of the Respondent on other contracts with EDSI or other entities. EDSI reserves the right to make such additional investigations, as it deems necessary and may require the submission of additional information.
2) GENERAL SUBMITTAL REQUIREMENTS:
a) SUBMITTAL OF COPIES: The entire response must be emailed to the listed contact only. Do not submit a hardcopy. It is preferred that one file, in PDF form, be submitted with a single file size limitation of 20MB.
b) PROPOSAL FORMAT: Each proposal should be prepared simply and economically. Responses shall be in the same order as the requirements are listed below to ensure the Evaluation Team is able to easily locate the information that is requested in this solicitation.
c) PROPOSAL CONTENT: The Respondent must include the following items or the proposal will be deemed non-responsive and rejected without any further evaluation.
i)All information responded to in the RFP, fully completed where applicable
ii)A complete response that addresses the items listed in the evaluation criteria
d) SUBMITTAL REQUIREMENTS: Submit a complete response to each of the following items which are specific to the evaluation criteria:
a) Delivery time and/or timeline to install new fleet
i)Submit a timeline of the proposed fleet to be fully installed and training completed.
b) Experience & Qualifications
i)Describe the experience providing similar services
ii)Describe how you meet or exceed the Minimum Qualifications in this document.
iii)Provide at least three references for similar projects/contracts.
c) Ease of deployment
i)Describe how your company plans to fully execute the removal and installation of all machines specified. List any key staff from EDSI that may need to be present during this transition.
ii)Describe how your company plans to handle the training of new machines.
d) Cost
i)Complete the Cost Proposal Form included herein
e) Unique value add
i) Explain what unique value proposition you may bring to the table if applicable
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