Request for Proposals on Copiers and Copier Maintenance Agreements

June 5, 2015

Date Due: June 22, 2015

I.General Information

A.Purpose

The purpose of this request for proposals is to price a cost per copy on the existing copy machines within the Blaine County School District and to price the cost of three new copy machines.

II.Scope of Services – Copier Maintenance Agreement

The services detailed below are those services expected to be provided by the Company in the cost per copy amount.

  1. The cost per copy will include all supplies, parts and labor for the existing and new copiers (excluding paper and staples).
  1. The company will provide a maximum response time for the service technician to respond to service calls.
  1. The monthly invoices will include all copiers from a single location on a single invoice as shown in Appendix A.

III.Scope of Services – Copiers

The three new copiers will go to Carey School, Alturas Elementary and Wood River Middle School. The copier configuration will be as follows:

Sharp MX-M654N B/W MFP

  • 65 Page per minute
  • 1.8 GHz Multitasking Controller
  • 3BG Memory
  • 320 GB Hard drive w/document filing
  • Built in full size fully retractable keyboard
  • Network printing
  • Network scanning
  • Large 10.1” tablet style color touch screen
  • On the fly toner cartridge replacement
  • 150 sheet DSPF w/scan technology
  • Automatic duplex copying and printing
  • Double sided printing capabilities
  • 2 X 500 sheet paper trays
  • 2,000 sheet LCT tray
  • Sharp MX-LC15 3,500 sheet LCT
  • 100 sheet bypass tray
  • Sharp MX-FN19 4,000 sheet finisher
  • Sharp MX-RB23 paper pass unit
  • Starter supplies and surge protector
  • Delivery, set up and connectivity

IV.Proposal Instructions

  • The proposals will be marked “Copier and Copier Maintenance Proposal”.
  • The proposal will include a cost per copy on each of the copiers listed on Appendix A.
  • The proposal will include a cost per copier on the three new machines as described in section III.
  • The proposal will include a list of current school districts and contact information that are clients of the company.
  • The proposal will list the names of the technicians that will be assigned to the Blaine County School District account.

V.Evaluation Criteria

The proposals received will be evaluated based on the following criteria to determine each Company’s qualifications. The order does not indicate relative ranking.

  • Cost per copy of the maintenance agreement
  • Cost per copy of the three new copier machines.
  • Response time for the technicians
  • Prior experience and relationship with the Blaine County School District and/or other school districts within Idaho.

VI. Proposal Timetable

The timetable below sets forth the expected due dates for each event regarding this RFP process and our selection of the successful Company.

Proposals due to BCSDJune22, 2015

Final Selection and AwardJune 23, 2015

Contract to beginJuly 1, 2015

VII. Proposal Due Date and Contact Information

Proposals shall be submitted to BCSDdistrict office on or before June 22, 2015at 2:00 PM (MST). Please submit one (1) original of the proposal to:

Mike Chatterton

Blaine County School District

118 West Bullion

Hailey, ID 83333

If you have any questions regarding this proposal please submit them in writing and email to .

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