REQUEST FOR PROPOSALS FOR MULTIFUNCTION PRINTER SOLUTIONS AND MANAGED PRINT SOLUTIONS

Second Harvest Food Bank of Northeast Tennessee (Food Bank) invites proposals from qualified, competent, knowledgeable, and experienced multifunction copier/scanner/printer lease and managed print service companies that will provide full service copy/scanner/print/fax equipment and managed print services and administer the duties and responsibilities set forth in this Request for Proposal (RFP), in compliance with all applicable laws, regulations, policies and procedures.

Issue Date: September 1, 2017

RFP Title:Multifunction Copier/Scanner/Printer Lease and Managed Print Services

Contact:Beth Tanner, Comptroller,

  1. SUBMISSION DEADLINE

Please submit _4_ copies of your proposal no later than _5:00_ p.m. on _November 1st, 2017 to:

Second Harvest Food Bank of NE Tennessee

1020 Jericho Drive

Kingsport TN 37663

ATTN: Beth Tanner

  1. BACKGROUND

The Food Bank currently utilizes several different types and brands of copiers and printers. Some are desktop and some are multifunction. Most are older and at least one will soon become obsolete due to inability to obtain replacement parts according to the servicer. All copiers/printers are located at the Food Bank warehouse/office located in Kingsport. The current copier/printer configuration is likely not optimal and not efficient or cost effective. The Food Bank is seeking a comprehensive needs analysis of its printer/copier needs, and assessment of current equipment and a proposal for an organization wide printer/copier solution that maximizes cost efficiency while yielding satisfactory performance. Proposals may include outsourcing some infrequent and large print jobs if this is more cost beneficial than leasing or purchasing equipment with functionality that will only be used infrequently. The trade in value of current equipment should be included in any final proposal(s) and both leasing of new equipment and purchase of refurbished equipment should be considered.

  1. SCOPE OF SERVICE, SPECIFICATIONS & REQUIREMENTS
  1. Vendors shall perform a comprehensive needs analysis of the Food Bank’s printer/copier needs. This needs analysis can be performed in any manner the vendor deems appropriate and can include onsite visits and interviews of staff. Information sought during this phase should include essential and non-essential copier/printer functionality needs, expected usage rates, and opportunities for printing efficiencies by relocating or rearranging printers. Additionally options for outsourcing large and infrequent print jobs should be considered if it is cost beneficial to do so. The trade in value of current existing equipment should be included in any final proposal(s) and both leasing of new equipment and purchase of refurbished equipment should be considered. There should be no charge for this needs analysis. The results of this analysis will provide the basis for vendor’s final proposal.
  1. All multifunction printers (MFPs) must be user friendly to the casual user. Vendor will guarantee that adequate training, at no charge to the Food Bank, shall be provided to staff upon initial placement as well as upon request from time to time throughout the duration of any lease agreement. Describe your training plan and identify methods of user support.
  1. Each machine delivered must be currently in production with Original Equipment Manufacturer (OEM) parts readily available and guaranteed against material defect for at least one year from the date of delivery and installation. If a machine is found to be defective during this period, the vendor shall replace the entire machine or the specific part, at the Food Bank’s discretion, without cost to the Food Bank.
  1. The selected vendor will be expected to provide full maintenance of all equipment based on price per image print/copy. The maintenance agreement should include all supplies, (other than paper or staples), maintenance, parts, shipping, delivery, labor, travel, and preventative maintenance. All parts and supplies must be OEM. Describe how supplies are ordered and service calls are placed.
  1. Describe your plan for maintaining all leased equipment, including guaranteed response time, maintenance, hours availability, qualifications of technicians, preventive maintenance guidelines, and any other applicable information. Please detail the location of the service department you anticipate using to maintain equipment.
  1. Describe your implementation plan.
  1. A small inventory of toner must be on hand at the Food Bank to avoid any potential delays in equipment use.
  1. All MFPs must accept our donated brand of copier paper.
  1. Vendor must provide documentation for all equipment proposed.
  1. All MFPs must be installed at the onset of any contract and be coterminous with the end of any contract.
  1. Describe how an MFP can be “traded up” with no penalties when determined that it can no longer handle the volume placed upon it due to operational changes.
  1. Describe the different methods of usage tracking and any associated charges. The Food Bank would like to track usage by individuals and/or departments and/or programs. Provide sample reports if available.
  1. Vendor must provide information on how equipment will secure data that is printed, stored, copied or scanned on the MFPs.
  1. Describe how the fleet can be monitored for alerts, diagnostics, etc so that service can be provided on a pro-active basis.
  1. Vendor to remove and haul away any old copiers that are deemed no longer functional with no residual value.
  1. Vendor must clear or remove any hard drives from any old copiers that are deemed no longer functional with no residual value.
  1. Device capabilities should align with organization needs as determined during the needs analysis phase. The following capabilities, at minimum, should be provided if the needs analysis identifies the need for these capabilities. This list is not all inclusive.
  1. Print, copy, full color, scan, fax
  2. Pin control access
  3. Control access to Color Print/Copy
  4. Secure Print
  5. Standard Automatic Duplex Print/Copy
  6. Multi-page Scan
  7. Batch Scan
  8. USB Support
  9. Scan to E-Mail and Scan to Folder
  10. 2 Adjustable paper Drawers and Bypass Tray
  11. Accepted Originals: Minimum 5-1/2 x 7-1/8 to Maximum 11 x 17
  12. All devices except proposed desktop models must be able to print/copy 11 x 17 from a drawer and be able to scan 11x17
  13. Multi position stapling
  14. Email/fax phonebook, minimum capacity of 200 addresses per copier.
  15. Offset stacking/collating
  16. Reduce/enlarge capability
  17. Lighten/darken capability
  18. Envelope printing
  1. All printers should be operable as network printers capable of receiving print request from any PC on the network unless security concerns are identified.
  1. All copiers should be operable as “walk up” copiers even if disconnected from the network.
  1. Product brochures/specification sheets as well as warranty statements should be provided for all proposed equipment.
  1. CONTRACT BID PRICING

The Food Bank is a nonprofit organization and as such its management is very cost conscious. Therefore the Food Bank requests that vendors provide more than one pricing option.For example, a low end pricing option may include providing refurbished equipment while a higher end pricing option may include all new equipment. It is important that the vendor determines, during the needs analysis phase, what copier/printer options are essential and critical and what options are not essential and provide different pricing options accordingly.

Quotes can include leasing options, purchase options, or a combination of both.

Price/cost per copy should be disclosed for each proposal.

Initial costs, ongoing operational and lease costs, and any lease termination costs should be listed separately. Cost to purchase copiers at fair market value at end of lease should also be listed separately.

Lease terms must be clearly identified and multiple lease term options may be provided as pricing options (36 months or 48 month for example).

  1. PROPOSAL FORMAT

To standardize response and simplify the comparison and evaluation of responses, all proposals must be submitted in a bound or 3 ring binder format, organized in the manner set forth below, and separated into tabbed sections, with each section titled appropriately. All information and materials requested shall be provided in the proposal under a single cover.

  1. Needs Analysis

Please provide a summary of the needs analysis you performed, including, but not limited to, determination of essential copier/printer functionalities, estimated usage rates and types of usage by various end users and estimate of future needs.

  1. Scope of Service, Specifications and Requirements

Provide all information requested in Section III of this RFP. Describe any additional benefits or services in this section.

  1. Contract Bid Pricing

Provide all bid pricing information in this section, including, if applicable, a low end quote, mid-range quote and high end quote as described in Section IV of this RFP. Ensure that all pricing is easily understandable and clearly stated.

  1. Certificate of Insurance

Provide proof of General Liability, Workers Compensation and Vehicle Coverage.

  1. SELECTION CRITERIA

Proposals will be evaluated by members of the Food Bank management team utilizing the principal criteria described below:

Proposal Pricing

Pricing shall be a substantial consideration, but may not be the sole consideration in the selection process.

Maintenance and Support Services

Vendor has the ability, capacity, qualifications and certifications to maintain equipment. Vendor provides a detailed program for the provision of supplies and preventative maintenance.

Technical Qualifications

Vendor is a manufacturer’s authorized representative and/or distributor for the equipment proposed.

RFP Responsiveness

The Food Bank will consider all material submitted to determine whether it is in compliance with the RFP.

Implementation Plan

The vendor has proposed an acceptable implementation plan.

Additional Benefits

Any other benefits described that may be offered will be considered.

These are minimum specifications. The Food Bank reserves the right to waive technicalities and accept the proposal and vendor that best suits its needs.

VII – BID INFORMATION

Notification Date

A final decision on bid award is currently estimated to be made, and the winning bidder notified, before December 31, 2017.

Contact:

Please contact Ms. Beth Tanner (contact information provided below) with any questions regarding this RFP.

S. Beth Tanner

Comptroller

Second Harvest Food Bank of Northeast Tennessee

1020 Jericho Drive

Kingsport TN 37663

Ph# 423-279-0430 x 207