2018RFPv2.docx

REQUEST FOR PROPOSAL

Oostburg School District 410 New York Ave Oostburg, WI 53070

Request for Proposal District Copy and Print Services

Lucas Allen Director of Technology Oostburg School District Lucas.Allen@oostburg.k12.wi.us 920-564-2383 x4120

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I. REQUEST FOR PROPOSAL Purpose The Oostburg School District is seeking proposals for a managed print solution. This solution will encompass all of the District’s printing and copier needs and equipment. The District will consider solutions for a service support and supply contract of District owned or leased equipment whereas the Vendor provides maintenance, support staff, and supplies.

The proposals are required to provide a solution to address for the following needs:

1. Copiers and printers must work with Windows and Mac OS with available compatibility for iOS and Chrome OS.

2. Multifunction device service, maintenance, parts, and supplies

3. Networked printer service, maintenance, parts, and supplies

4. Document imaging features (scan to email, scan to location or equivalent)

5. Solution must log copy/print usage per user

6. District IT resources for integration and project management should be minimal

7. Staff training on any new equipment or platform

8. Printer and copier use monitoring and reporting

9. Faxing capabilities as appropriate

10. Appropriate licensing for solution

11. Physical identification of method (RFID tag) for Vendor, District, and/or supported equipment

12. Supplies included should be specified (toner, staples, etc.)

13. Paper costs are currently not included, but could be considered in proposal

14. Per page print is desired. Volume pools will be considered. New printers added during year will not result in increased base fee

15. 4 hour or better response time guarantee

16. 95% uptime guarantee

Background The Oostburg School District consists of approximately 1000 students. The district is housed in 2 building complexes in the Village of Oostburg, Wisconsin (one High School/Middle School, one Elementary School). The District currently leases all copier and multifunction equipment and related server application. The District currently utilizes a company to provide labor, service, parts, and supplies for the designated equipment and software. Paper supplies are presently provided by the district.

Current Monthly Impressions 175,000

The District has the following devices and software on its current support contract.

MFP - 5

5 - Canon iR-ADV 6055

Compact MFP - 4 3 - Canon iR-ADV C250iF

1 – LBP 5280

Networked Printers - 3 1 - HP LaserJet 4600 2 - HP LaserJet 4100

Output Management - Uniflow

1.1 Schedule of Events

The following is the estimated schedule of events for this project. The schedule may change depending on the results of the responses and a final schedule will be established prior to contracting with the successful Vendor.

EVENT

DATE

1.

Release of RFP

Dec 21st, 2018

II TERMS AND CONDITIONS OF REQUEST FOR PROPOSAL (“RFP”)

2.0 Response Submissions

Response to this RFP can be submitted via email to lucas.allen@oostburg.k12.wi.u or in a sealed package and delivered via a trackable delivery service or personally, on or before January 21, 2019, at 12:00pm CST, to

RFP Copier and Print Services Attention to: Lucas Allen Oostburg School District Technology Office 408 New York Ave Oostburg, WI 53070

The response packages will be publicly opened at 12:00pm CST on January 21st, 2019 at the same location.

Email responses will receive a confirmation of receipt email and will not be viewed or evaluated until the bid opening date. The District is not responsible for lost email transmission or delivery failure by the mail service. It is the sole responsibility of the respondents to ensure their responses arrive in a timely manner. The District reserves the right to reject all late arrivals. The Vendors must submit two (2) copies of proposal if physically submitted along with any unique maintenance contracts.

2.1 Costs Associated with Preparation of the Vendor’s Response

The District will not be liable for any cost incurred by the respondents in preparing responses to this RFP or negotiations associated with award of a contract.

2.2 Questions

Questions regarding this RFP can be emailed to lucas.allen@oostburg.k12.wi.us and must be submitted within one week of RFP closing. All questions and answers will be posted to this shared Google document:

https://docs.google.com/document/d/1BM94piumQLMpAcNtg68OvPy40-IQg3EqDoS6uf-0bU8/edit?usp=sharing

2.3 Proposal Binding Period

Prices quoted in the Vendor’s response for all labor and materials will remain in effect for a period of at least sixty (60) business days from the closing of the RFP.

2.4 Omissions

Omission in the proposal of any provision herein described shall not be construed as to relieve The Vendor of any responsibility or obligation requisite to the complete and satisfactory delivery, operation, and support of any and all equipment or services.

2.5 Price Quotations

Price quotations are to include the furnishing of all materials, equipment, maintenance and training manuals, tools, and the provision of all labor and services necessary or proper for the completion of the work except as may be otherwise expressly provided in the Contract Documents. The District will not be liable for any costs beyond those proposed herein and awarded, including, but not limited to, any unforeseen costs related to this project. Time and materials quotes will be unacceptable.

2.6 Variation in Quantities and Configurations

Equipped and capacity requirements are the best estimates currently available. The District reserves the right to modify quantity and configuration requirements. The Vendor agrees to sell The District the revised quantity of items at the unit price as stated in the RFP regardless of quantity changes.

2.7 Project and Service Lead

The Vendor will provide a Project Lead and Service Lead who will act as a single point of contact for all activities regarding the initial project and ongoing service. The Project Manager will be required to make on-site decisions regarding the scope of the work and any changes required by the installation work. The Project Manager will be entirely responsible for all aspects of the work and shall have the authority to make immediate decisions regarding implementation or changes to the work. The Service Lead will be responsible for ongoing service and support related to the contract.

2.8 The Vendor Qualifications

2.8.1 Experience

The Vendor must submit a written statement of qualifications documenting the following areas of experience:

The selected Vendor shall be fully capable and have at least 5 years’ experience in printer and copier service and support systems as well as any specified networking equipment, specifically any electronic devices providing connectivity for network devices. To ensure the system has continued support, The District will contract only with Vendors having a successful history of sales, installation, service, and support. During the evaluation process, The District may, with full cooperation of The Vendors, visit The Vendors’ places of business, observe operations, and inspect records.

2.8.3 References

The District may, with full cooperation of The Vendors, visit client installation to observe equipment operations and consult with references. Specified visits and discussion shall be arranged through The Vendors; however, The Vendor personnel shall not be present during discussions with references. The Vendor must provide a minimum of five (3) reference accounts at which similar work, both in scope and design, have been completed by The Vendor within the last five years.

2.9 Safety

The Vendor shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the work. The Vendor shall at all times comply with the regulations set forth by federal, state, and local laws, rules, and regulations concerning “OSHA” and all applicable state labor laws, regulations and standards. The Vendor shall indemnify and hold harmless The District from and against all liabilities, suits, damages, costs and expenses (including attorney’s fees and court costs) which may be imposed on The District because of The Vendor, subcontractor, or supplier’s failure to comply with the regulations stated herein.

2.10 Patents and Royalties

The Vendor, without exception, shall indemnify and hold harmless The District and its employees from any liability of any nature or kind, including costs and expenses for or on account of any trademarked, copyrighted, patented, or non-patented invention, process, or article manufactured or used in the performance of the Contract, including its use by The District. If The Vendor or subcontractor uses any design, device, or materials covered by letters, patent, trademark, or copyright, it is mutually understood and agreed without exception that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work.

2.11 Indemnification

The Vendor shall indemnify and hold harmless The District, its agents and employees from or on account of any injuries or damages, received or sustained by any person or persons during or on account of any operation connected with this Contract; or by consequence of any negligence (excluding negligence by The District, its agents or employees) in connection with the same; or by use of any improper materials or by or on account of any act or omission of said Vendor or its subcontractors, agents, servants or employees. The Vendor further agrees to indemnify and hold harmless The District, its agents or employees, against claims or liability arising from or based upon the violation of any federal, state, county, city or other applicable laws, bylaws, ordinances, or regulations by The Vendor, its agents, associates, or employees.

The indemnification provided above shall obligate The Vendor to defend at its own expense or to provide for such defense, at The District’s option, of any and all claims of liability and all suits and actions of every name and description that may be brought against The District which may result from the operations and activities under this Contract whether the installation operations be performed by The Vendor, subcontractor, or by anyone directly or indirectly employed by either.

The award of this Contract to The Vendor shall obligate The Vendor to comply with the foregoing indemnity provision; however, the collateral obligation of insuring this indemnity must be complied with as set forth.

2.12 Liability and Insurance

The Vendor shall assume the full duty, obligation, and expense of obtaining and maintaining necessary insurance.

2.12.1 Insurance Coverage

The Vendor shall be fully liable to provide and maintain in force during the life of this Contract, such insurance, including Public Liability Insurance, Product Liability Insurance, Auto Liability Insurance, Workman’s Compensations and Employer’s Liability Insurance as will assure to The District the protection contained in the foregoing indemnification provision undertaken by The Vendor. Such policies shall be issued by United States Treasury-approved companies authorized to do business in the State of Wisconsin, having agents upon whom service of process may be made in The District’s name, and shall contain as a minimum, the following provisions, coverages, and policy limits of liability.

2.12.2 General Liability

The Vendor will have General Liability Insurance as shall protect The District, The Vendor, subcontractor, agents, and employees from claims for damages. The limits of liability provided by such policy shall be no less than One Million Dollars ($1,000,000.00) per occurrence combined single limit bodily injury and property damage, and an amount not less than Two Million Dollars ($2,000,000.00) for damages on account of all occurrences.

2.12.3 Product Liability

The Vendor will have Product Liability or Completed Operations Insurance with bodily injury limits of liability of not less than One Million Dollars ($1,000,000.00) per person; One Million Dollars ($1,000,000.00) per occurrence and Two Million Dollars ($2,000,000.00) aggregate.

2.12.4 Auto Liability

The Vendor will have Auto Liability Insurance with bodily injury limits of not less than One Million Dollars ($1,000,000.00) per occurrence and property damage limits of not less than One Million Dollars ($1,000,000.00).

2.12.5 Workman’s Compensation & Employer’s Liability

The Vendor will have Worker’s Compensation and Employer’s Liability Insurance with minimum limits as required by the State of Wisconsin but in no case less than One Hundred Thousand Dollars ($100,000.00).

2.12.6 Claims

In any and all claims against The District or any of their agents or employees by any employee of The Vendor, any subcontractor, or anyone directly or indirectly employed by any of the contracting parties or anyone for whose acts any of them may be liable, the indemnification obligation under indemnification shall not be limited in any way by any limitation on the amount or types of damages, compensation acts, disability benefit acts, or other employee benefit acts.

2.12.7 Contractual liability

The District shall not be responsible for loss or damages to vendor’s property either on or off The District’s premise. The vendor is solely responsible for loss or damage to shipments and deliveries of all equipment and materials until turnover of finished project. The vendor shall be one hundred percent (100%) responsible for their personnel and personal property.

2.12.8 Personal Injury

The Vendor shall procure and maintain adequate personal injury insurance to protect the vendor’s personnel and The District against damages for bodily injury including death that may arise from operations under this contract. Also the Vendor’s insurance shall cover the Vendor’s subcontractors, and/or anyone directly or indirectly employed by the Vendor.

2.15.1 Proposal Preparation and Submission Requirements

2.15.1.1 Authorized Representative

All proposals must be signed by an authorized representative of the Vendor. All information requested must be submitted. Failure to submit all information requested may result in the exclusion of the submitted proposal from consideration, a lower score in the evaluation of the proposal, or the reviewing parties requesting the missing information.

2.15.1.2 Proposal Preparation

Submitted proposals should be written in a concise simple manner, providing a straight forward solution to the RFP. Respondents should focus upon providing the most cost effective yet technologically sound solution to the district.

2.15.1.3 Proprietary Information/Trade Secrets

All submitted data, including information prepared for the district in response to this RFP will exclusively belong to The District. The information will be open to public inspection as required by law. Any trade secrets or proprietary information will not be disclosed to the public; however, such information should be brought to the attention of the district with adequate reason for such withholding.

2.15.2 Oral Presentation

Respondents to the RFP may be required to give an oral presentation of their proposal to The District. The purpose of the oral presentation will be for the Vendor to elaborate on their proposal and to provide clarity for members of The District. No negotiation will take place at this presentation. The time and date of the presentation, if required, will be announced. Oral presentations are solely an option for the district and may or may not be conducted.

2.15.3 Specific Requirements

Vendors should provide a thorough and as detailed proposal as possible such that The District will have the proper information by which to evaluate responses. Specifically, Vendors are required to submit the following information as a complete proposal: The documents should be prepared, labeled and arranged as follows:

I Cover Letter II Formal Vender response to RFP with detailed Scope of Work and Cost Breakout III Integration time table for required local IT support or project management hours IV Contract with Signature Page V References VI Additional Vendor information VII Vendor Response Security (Bid Bond) and W-9 form (if applicable)

Proposals should address the following items in above format:

· Vendor overview, qualifications and experience implementing proposed system

· Responses to RFP required needs

· One to five-year contract options. Annual contract renewal on August 1st.

· All costs, licensing information for installation and expected yearly renewals shall be disclosed. Clearly broken down into parts.

· Product Literature/Media

· Vendor References

· Vendor W-9 Form (dated within current calendar year)

· Timetable for local personnel hours needed for project integration and management or other time requirements. Specific hour listing is preferred, estimates are acceptable

· Description of vendor staff, hours of work, duties, responsibilities, and

· For responses including equipment

· Description of equipment provided, expectation of reliability, and lifecycle

2.16 Evaluation and Award of Responses

The District may at its discretion and at no fee to The District, invite any Vendor to appear for questioning during response evaluation for the purpose of clarifying statements in the response.

2.16.1 Right to Reject

The District reserves the right to accept or reject all proposals or sections thereof. In addition, The District reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms that The Vendor can propose.

2.16.2 Evaluation Criteria

The criteria for selection of The Vendor will entail several specific considerations. The District reserves the right at any time to request documentation or additional information/clarification on any of the following but not limited to: Vendor qualifications; Vendor understanding of the project scope of work and overall goal; Vendor compliance with specifications detailed in RFP; Vendors demonstrated ability to perform.

2.16.3 Award of Project

The District will select and award the project to a single Vendor felt best meeting the evaluation criteria. Price will not be the only consideration.

The District reserves the right to cancel this RFP, reject submitted proposals or portions of proposals at any time prior to the awarding of the project. The District is not required to provide a statement of reason as to why any proposal is deemed as not being most advantageous to the goals of The District. The District is not obligated to commit to any products or services as a result of the publication of this document. All proposed solutions will be presented to The District for final approval. The District reserves the right at any time to reject portions of this project.

2.17 Special Conditions

The facilities are academic in nature and thus activities in all customer facilities will not be interrupted by The Vendor’s work activities. The computer systems associated with this work will not be taken off-line or removed from service during normal working hours. Arrangements must be made by The Vendor to coordinate any such activities. The Vendor will be required to work around all of the conditions listed above as well as working with The District staff to minimize disruptions to normal customer activities.

2.17.1 Contract Modification

The Vendor agrees that all contract modifications (change orders) are to be submitted in writing to the Project Coordinator no less than five (5) days before work on modified areas is to take place. Any extension of contract dates will be discussed between the Project Manager and the Project Coordinator and placed in writing on the contract modification. Price markup for contract modifications shall not exceed five (5) percent of the comparable material and labor breakout on the response form in section IV for the Prime Vendor and ten (10) percent for Subcontractors.

2.18 Cancellation

In the event provisions of the RFP are violated by The Vendor, The District may give written notice to The Vendor stating the deficiencies and unless deficiencies are corrected within five (5) working days, recommendations will be made to The District for immediate cancellation. The District reserves the right to terminate immediately any contract resulting from this RFP for failure to correct deficiencies.

2.19 Performance Liability

In the event the Vendor does not complete the project by the date listed in timeline. The District reserves the right to deduct from the final payment five hundred dollars ($500.00) per day until the project is complete. Performance penalties will not be incurred due to weather events or other unforeseen events by the District.

2.20 Advertising

The Vendor agrees not to use the results from this RFP as a part of any commercial advertising without prior written approval of The District.

III. EVALUATION CRITERIA MATRIX

Vendors will be weighed according to the below matrix.

Oostburg School District Print Management Solution 2019 Evaluation Criteria Matrix

Total Value and Price of Proposal

Proposal meets district goals and needs

Compatibility of systems

Vendor in Good Standing and Local/In- State Vendor preference

Complete Bid Packet

Totals

IV. LOCATION ADDRESSES

Oostburg School District Central Office 410 New York Ave Oostburg, WI 53070

Oostburg High School 410 New York Ave Oostburg, WI 53070

Oostburg Middle School 408 New York Ave Oostburg, WI 53070

Oostburg Elementary School 203 N 7th Street Oostburg, WI 53070 image1.jpeg