REQUEST FOR PROPOSAL

Refreshing the Current Multi-Function Device Environment

And consideration for managing other printers

PROPOSALS MUST BE RECEIVED

NO LATER THAN 4 P.M., CDT, Thursday, May 18, 2023

UPDATED 5/1/2023 with date of 5/8/2023 3PM for Vendor meeting - See Section III.c on page 3

Attachment B Also updated

FOR FURTHER INFORMATION PLEASE CONTACT THE PROJECT MANAGER:

Wesly Yuds, Endpoint Manager

CITY-COUNTY INFORMATION TECHNOLOGY COMMISSION

407 GRANT STREET

WAUSAU, WI 54403-4783

(715) 261-6700

Make Model Color or B/W Entity Address City Optional Replace BW Count Color Count Column1 SHARP MX-M6070 B/W City of Wausau 407 GRANT ST Wausau, WI X 729605 Corrections in RED SHARP MX-5070N Color City of Wausau 407 GRANT ST Wausau, WI X 203694 140831 SHARP MX-M3070 B/W City of Wausau 420 PLUMER ST Wausau, WI X 218602 SHARP MX-5070V Color City of Wausau 407 GRANT ST Wausau, WI X 350326 303822 SHARP MX-5070V Color City of Wausau 400 MYRON ST Wausau, WI X 196502 105912 SHARP MX-5070V Color City of Wausau 407 GRANT ST Wausau, WI X 366880 520664 SHARP MX-3070V Color City of Wausau 1701 RIVER DR Wausau, WI X 61708 138600 SHARP MX-3570V Color City of Wausau 515 GRAND AVE Wausau, WI X 241329 221118 SHARP MX-4071 Color City of Wausau 550 E THOMAS ST Wausau, WI X 591478 41075 SHARP BP-70C55 Color City of Wausau 407 GRANT ST Wausau, WI 5510 1955 SHARP MX-M3070 B/W City of Wausau 407 GRANT ST Wausau, WI 40879 SHARP MX-B376W B/W City of Wausau 407 GRANT ST Wausau, WI 15018 SHARP MX-B376WH B/W City of Wausau 800 E Bridge St Wausau, WI 1363 SHARP MX-3071S Color City of Wausau 1801 N River Dr Wausau, WI 8813 3921 SHARP MX-M3570 B/W City of Wausau 435 ADRIAN ST Wausau, WI 50452 SHARP MX-3070V Color City of Wausau 606 E THOMAS ST Wausau, WI 104603 41152 SHARP MX-B355W B/W City of Wausau 515 GRAND AVE Wausau, WI 49979 SHARP MX-M6070 B/W City of Wausau 515 GRAND AVE Wausau, WI 285907 SHARP MX-3570N Color Marathon County 500 FOREST ST Wausau, WI X 175502 70659 SHARP MX-4070N Color Marathon County 500 FOREST ST Wausau, WI X 507410 133163 SHARP MX-M3070 B/W Marathon County 1000 LAKEVIEW DR Wausau, WI X 712469 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI X 200232 SHARP MX-M3070 B/W Marathon County 1000 LAKEVIEW DR Wausau, WI X 566285 SHARP MX-M5070 B/W Marathon County 500 FOREST ST Wausau, WI X 367024 SHARP MX-M3570 B/W Marathon County 500 FOREST ST Wausau, WI X 355203 SHARP MX-3570V Color Marathon County 212 RIVER DR Wausau, WI X 181790 98527 SHARP MX-3070V Color Marathon County 1000 LAKEVIEW DR Wausau, WI X 312265 108958 SHARP MX-3070V Color Marathon County 500 FOREST ST Wausau, WI X 203249 21505 SHARP MX-3070V Color Marathon County 210 RIVER DR Wausau, WI X 95154 410907 SHARP MX-4070V Color Marathon County 500 FOREST ST Wausau, WI X 171104 144891 SHARP MX-4070V Color Marathon County 300 N 1ST ST Wausau, WI X 80767 146089 SHARP MX-3570V Color Marathon County 210 RIVER DR Wausau, WI X 62815 158632 SHARP MX-4070V Color Marathon County 1000 LAKEVIEW DR Wausau, WI X 206047 556963 SHARP MX-5070V Color Marathon County 1430 WEST ST Wausau, WI X 215248 69377 SHARP MX-5070V Color Marathon County 212 RIVER DR Wausau, WI X 392193 117565 SHARP MX-6070V Color Marathon County 1000 LAKEVIEW DR Wausau, WI X 700989 230432 SHARP MX-B355W B/W Marathon County 500 FOREST ST Wausau, WI X 133592 SHARP MX-B355W B/W Marathon County 500 FOREST ST Wausau, WI X 87199 SHARP MX-B376W B/W Marathon County 500 FOREST ST Wausau, WI SHARP MX-M3570 B/W Marathon County 1200 LAKE VIEW DR Wausau, WI 72898 SHARP MX-M3570 B/W Marathon County 407 GRANT ST Wausau, WI 167314 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 36414 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 100304 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 49051 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 82571 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 130669 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI SHARP MX-3070V Color Marathon County 200 CWA DRIVE Mosinee, WI 102714 42017 SHARP MX-3070V Color Marathon County 210 RIVER DR Wausau, WI 37615 94147 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI

SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 90928 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 19350 SHARP MX-3070V Color Marathon County 500 FOREST ST Wausau, WI 47846 22967 SHARP MX-M5070 B/W Marathon County 500 FOREST ST Wausau, WI SHARP MX-M5070 B/W Marathon County 500 FOREST ST Wausau, WI SHARP MX-3070V Color Marathon County 500 FOREST ST Wausau, WI SHARP MX-M3570 B/W Marathon County 500 FOREST ST Wausau, WI SHARP MX-M3070 B/W Marathon County 1000 LAKE VIEW DR Wausau, WI 47599 SHARP MX-B355W B/W Marathon County 407 GRANT ST Wausau, WI 1310 SHARP MX-3070V Color Marathon County 1000 LAKE VIEW DR Wausau, WI 98370 58155 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 148843 SHARP MX-M3070 B/W Marathon County 1000 LAKEVIEW DR Wausau, WI 83355 SHARP MX-M3070 B/W Marathon County 1000 LAKEVIEW DR Wausau, WI 131142 SHARP MX-M3070 B/W Marathon County 1000 LAKEVIEW DR Wausau, WI 94788 SHARP MX-B355W B/W Marathon County 8155 DUNCAN RD Hatley, WI 1532 SHARP MX-M3070 B/W Marathon County 1430 WEST ST Wausau, WI 22105 SHARP MX-B355W B/W Marathon County 1430 WEST ST Wausau, WI 7954 SHARP MX-B355W B/W Marathon County W4165 WI-97 Edgar, WI 18198 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 137281 SHARP MX-B355W B/W Marathon County 500 FOREST ST Wausau, WI 49301 SHARP MX-B355W B/W Marathon County 500 FOREST ST Wausau, WI 73065 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 102855 SHARP MX-M3070 B/W Marathon County 211 GRAND AVE Rothschild, WI SHARP MX-M3070 B/W Marathon County 300 N 1ST ST Wausau, WI SHARP MX-3070V Color Marathon County 300 N 1ST ST Wausau, WI SHARP MX-M3070 B/W Marathon County 400 E THOMAS ST Wausau, WI 107796 SHARP MX-M3070 B/W Marathon County 200 CWA DRIVE Mosinee, WI 26310 SHARP MX-3070V Color Marathon County 500 FOREST ST Wausau, WI SHARP MX-B376W B/W Marathon County 1000 LAKEVIEW DR Wausau, WI 34455 SHARP MX-3070V Color Marathon County 900 W PARDEE ST Wausau, WI 67084 47271 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 107238 SHARP MX-B376W B/W Marathon County 212 RIVER DR RM 4 Wausau, WI 68569 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 30649 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 21374 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 16084 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 68113 SHARP MX-3070V Color Marathon County 500 FOREST ST Wausau, WI 32255 12802 SHARP MX-M3070 B/W Marathon County 500 FOREST ST Wausau, WI 125098 SHARP MX-M3070 B/W Marathon County 7025 PACKER DR Wausau, WI 65331 SHARP MX-M3070 B/W Marathon County 7025 PACKER DR Wausau, WI 37387 SHARP MX-M3070 B/W Marathon County 400 E THOMAS ST Wausau, WI 165043 SHARP MX-B355W B/W Marathon County 1000 LAKEVIEW DR Wausau, WI 62639 SHARP MX-3070V Color Marathon County R18500 WI 29 Ringle, WI 36433 39106 SHARP MX-5070V Color Marathon County 1200 LAKE VIEW DR Wausau, WI SHARP MX-B355W B/W Marathon County 1200 LAKE VIEW DR Wausau, WI SHARP MX-3070V Color Marathon County 500 FOREST ST Wausau, WI 96918 42104 SHARP MX-M3070 B/W Marathon County 212 RIVER DR Wausau, WI 142664 SHARP MX-M3070 B/W Marathon County 300 N 1ST ST Wausau, WI SHARP MX-4071 Color NCHC 2100 E 6TH ST MERRILL, WI X 433811 197147

SHARP MX-B376W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 185818

SHARP MX-4070N Color NCHC 1100 LAKE VIEW DR WAUSAU, WI X 952156 78137

SHARP MX-M5070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 398794

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 245189

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 429278

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 754974

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 304844

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 418582

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 546260

SHARP MX-M3570 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 408829

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 302502

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 516309

SHARP MX-M3070 B/W NCHC 1225 LANGLADE RD ANTIGO, WI X 324514

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 381332

SHARP MX-M3070 B/W NCHC 607 N SALES ST - STE 309 MERRILL, WI X 387847

SHARP MX-4070V Color NCHC 1100 LAKE VIEW DR WAUSAU, WI X 549489 253015 SHARP MX-4070V Color NCHC 1100 LAKE VIEW DR WAUSAU, WI X 238973 116924 SHARP MX-5070V Color NCHC 1100 LAKE VIEW DR WAUSAU, WI X 239116 618506

SHARP MX-B355W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 244909

SHARP MX-B355W B/W NCHC 2400 MARSHALL ST WAUSAU, WI X 151738

SHARP MX-B355W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 328360

SHARP MX-B355W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 142634

SHARP MX-B355W B/W NCHC 2400 MARSHALL ST WAUSAU, WI X 144392

SHARP MX-B355W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI X 195154

SHARP MX-B355W B/W NCHC 2100 E 6TH ST MERRILL, WI 21516

SHARP MX-B355W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 56153

SHARP MX-M6070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 215524

SHARP MX-3070V Color NCHC 1100 LAKE VIEW DR WAUSAU, WI

SHARP MX-M3570 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 179398

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 190351

SHARP MX-B376W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 44522

SHARP MX-M3070 B/W NCHC 2400 MARSHALL ST WAUSAU, WI 236696

SHARP MX-M3070 B/W NCHC 5424 SHERMAN ST WAUSAU, WI 232119

SHARP MX-M3071 B/W NCHC 2600 STEWART AVE STE 22 WAUSAU, WI

SHARP MX-B355W B/W NCHC 1408 BISSELL ST WAUSAU, WI 53589

SHARP MX-B355W B/W NCHC 5006 CHADWICK ST SCHOFIELD, WI 31656

SHARP MX-B355W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 74805

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 109130

SHARP MX-B355W B/W NCHC 5010 HEATHER ST SCHOFIELD, WI 42188

SHARP MX-B355W B/W NCHC 703 FULTON ST #5 WAUSAU, WI 27907

SHARP MX-B355W B/W NCHC 920 FOREST ST WAUSAU, WI 42870

SHARP MX-B355W B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 70217

SHARP MX-B355W B/W NCHC 9205 ANDREA ST WESTON, WI 48461

SHARP MX-B376W B/W NCHC 2100 E 6TH ST MERRILL, WI 21658

SHARP MX-B355W B/W NCHC 3102 JELINEK AVE SCHOFIELD, WI 47375

SHARP MX-B355W B/W NCHC 3104 JELINEK AVE SCHOFIELD, WI 35844

SHARP MX-3070V Color NCHC 1100 LAKE VIEW DR WAUSAU, WI 153322 37772 SHARP MX-3570V Color NCHC 1100 LAKE VIEW DR WAUSAU, WI 123965 87765

SHARP MX-M4071 B/W NCHC 2100 E 6TH ST MERRILL, WI 264157

SHARP MX-M3070 B/W NCHC 2100 E 6TH ST MERRILL, WI 69663

SHARP MX-M4071 B/W NCHC 2100 E 6TH ST MERRILL, WI 236541

SHARP MX-M4071 B/W NCHC 2100 E 6TH ST MERRILL, WI 127144

SHARP MX-B355W B/W NCHC 550 E THOMAS ST WAUSAU, WI 60067

SHARP MX-M3070 B/W NCHC 1100 LAKE VIEW DR WAUSAU, WI 349493

I. EXECUTIVE SUMMARY

The City County IT Commission is a shared service organization owned by Marathon County, the City of Wausau and North Central Health Care. CCITC is seeking proposals to upgrade our Multi-Function Device (MFD) inventory and to evaluate other print management options. We currently are nearing the end of a contract supporting 155 leased MF devices. The current inventory is all Sharp MF devices and uses Papercut as a software integration. We have integrated the Papercut system into our network platform and prefer solutions that will not require us to replace Papercut but will consider all solutions.

The current inventory is attached. Our preferred solution replaces all of the MFDs but we have identified a subset of devices that, based on their usage, may be worth keeping for another 3 years. Our current lease allows us to purchase any of the copiers at Fair Market Value (FMV).

All of the FMV rates are between $300 and $700. Respondents are welcome to provide two proposals; one that replaces all MFDs and another that replaces some MFDs while incorporating some of the subset identified as potentially worth buying at FMV.

CCITC will evaluate all proposals and negotiate a common agreement that will then be separately executed by Marathon County, the city of Wausau and North Central Health Care.

II. SOLICITATION

The CCITC and their partners are seeking to contract with an individual or entity to provide multifunctional devices for copying, printing, faxing, and scanning capabilities within various Marathon County, City of Wausau County and North Central Healthcare departments to replace the current agreement which expires in August 2023.

The CCITC, and their partners, are also interested in proposals to provide managed print services for networked laser printers for the (above) named entities.

The desired term of these agreements would be 5 years. If your proposal includes options to keep some of the current devices for 3 more years, then clearly explain your proposed solution to replace them at 3 years while maintaining a 5 year contract.

We would like to see lease and purchase options.

All aspects of this Request for Proposal will be in accordance with the Marathon County Procurement Code, Sections 3.01 through 3.16 of the General Code. A copy of the procurement code is available at the Marathon County Clerk’s Office, 500 Forest Street, Wausau, Wisconsin 54403. The General Code contains various policies which are applicable to this procurement. These include prohibitions against gratuities and kickbacks.

CCITC reserves the right to reject, in whole or in part, any and all proposals; to waive any technical deficiencies in the proposals; to accept the proposal and award final contract to the responsible offeror determined to be the most advantageous to CCITC and their partners. The contract shall be awarded in accordance with the terms and conditions of Section 3.05 (2) (g) of the procurement code. This solicitation may be canceled if doing so is determined to be in the best interests of CCITC and their partners. Upon award of the contract, all submitted documents become subject to the Open Records Law of the State of Wisconsin.

In accordance with sec. 3.05(2)(f), Procurement Code, Marathon County reserves the right to commence negotiations with one or more offerors whose proposals it deems to be most advantageous to the county.

Only the identity of those offerors shall be subject to disclosure to competing offerors prior to completion of negotiations. However, Marathon County reserves the right to negotiate with any offeror at any time within the time specified for the validity of offers or proposals.

III. INSTRUCTIONS

A. Responsibility

1. It is the responsibility of all proposers to carefully read the entire Request for Proposal (RFP) available on the state of Wisconsin Vendornet website which contains provisions applicable to successful submission and completion of a proposal. If you discover any ambiguity, inconsistency or error in the RFP, you must notify Wesly Yuds, City-County Information Technology Commission, 407 Grant Street, Wausau, WI. 54403-4783 in writing. Only interpretations or corrections of the RFP made in writing by the CCITC are binding. You shall not rely on interpretations or corrections made in any other way. All requests for interpretations or corrections must be received by the CCITC no later than ten days prior to the deadline for submitting proposals. Request for interpretations and responses will be posted on Wisconsin’s Vendornet site as soon as reasonably possible.

B. Submission of Proposals

1. An original paper copy must be submitted in one sealed container. An electronic copy of all proposal materials should be included on a USB Drive.

a. All Proposals must be received by 4:00 p.m. CDT. May 18th 2023. Actual receipt is required by that time, deposit in the mail is not sufficient. Submittals by FAX or E-Mail are not acceptable and will be rejected. Late proposals will not be opened nor returned to the bidder.

Proposal must be addressed to:

Wesly Yuds Multi-Function Device RFP City-County Information Technology Commission 407 Grant Street Wausau, WI 54403-4783

Proposals shall remain firm once submitted and may not be withdrawn for a period of ninety

(90) days, subject to provisions for correction of error in the proposal as contained in Section. 3.05 (1) (g) of the procurement code.

The use of brand names is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition.

C. Site visit and/or pre-bid conference [optional]

1. Prospective proposers/bidders will be afforded the opportunity to conduct a site visit/pre-bid conference to ensure that proposers/bidders are aware of site conditions and to allow bidders to ask questions and/or exchange information with CCITC staff. This meeting will occur 3PM-4:30PM Monday May 8th at the Assembly Room in the Marathon County Courthouse 500 Forest Street Wausau, WI. Webex is available as an option. If you are interested in attending via Webex, Email wesly.yuds@co.marathon.wi.us

D. Evaluation of Proposals mailto:wesly.yuds@co.marathon.wi.us

The evaluation of proposals will be based on the following (sequence does not imply importance):

1. 20% Cost

2. 40% Fit with requirements and environment

3. 5% Proposal quality and contents

4. 20% Record of performance on similar project

5. 10% Project approach and proposed schedule

6. 5% Firms economic and technical resources

E. Oral Presentations

Based on our initial evaluation of the proposals received, CCITC reserves the right to request an oral presentation and/or demonstration by the proposer. Proposers shall be prepared to discuss/demonstrate all aspects of their proposal in detail. More than one presentation may be required of some proposers at the request of CCITC. CCITC reserves the right to request a written statement from the proposer after any oral presentation.

F. Cost Liability CCITC is not liable for any costs incurred in responding to this RFP or in any presentation.

G. Open Record requests during the RFP process - Sec. 3.05(2)(d), of the Marathon County Procurement Code, provides that: “No proposal shall be handled so as to permit disclosure of the contents of any proposal to any competing offerors during the process of negotiation. “ Upon completion of contract negotiations, the contents of proposals, ranking tabulations of proposals and the register of proposals, kept by the county’s purchasing agent, shall be made available for inspection upon request.

a. Confidential information and trade secrets - Any restrictions on the use of the information in the proposal based upon confidentiality of information, proprietary interests, trade secrets, copyrighted information, or similar basis shall be clearly stated in the proposal. All proposals become the property of CCITC. This Request for Proposal is governed by the public records laws of the State of Wisconsin.

All responses become public record upon award of the contract. If confidentiality is claimed by the proposer, the CCITC will notify the proposer of any request for such documents and shall defend non-disclosure of the documents as allowed by law. The proposer shall cooperate with CCITC in any such defense and agrees to indemnify and hold CCITC harmless for any costs of such defense.

L. Schedule of Events

1. RFP Released April 25, 2023

2. Proposal Due Date May 18th, 2023

3. Evaluation Period May 18th - June 6th 2023

4. Contract Signed June 27th, 2023

IV. PROPOSAL REQUIREMENTS

A. Management Summary

Provide a synopsis of the proposal. The synopsis shall contain a brief statement of the features of the proposal. It should include an overall cost summary and general recommendations and conclusions.

B. Corporate Data Furnish a detailed background of your company's experience providing these services. Finalists will be required to furnish the company's most recent annual report and the last two years annual financial statements for proof of financial solvency.

1. Contact Person Provide the name and phone number of the person to whom the CCITC staff should address questions about the proposal.

2. References

a. Provide at least three (3) customer references with whom you have contracted or for whom you have performed similar services. If similar services were performed in Wisconsin, identify other projects by your firm or third-parties that have not been specifically addressed elsewhere in your proposal.

3. If your firm has been a party to arbitration, mediation, or a party defendant in litigation involving similar projects, state the identity of the customer, the nature of the proceedings, when and where the proceedings occurred, and any official file number or other identifier. Also state a summary of the issues and the results of the proceedings.

C. Proposer Terms

1. Offeror will state the expiration date of their proposal.

2. Offeror will state that expected term of contract will be 5 years with option to extend 1 year.

3. Billing procedures and effective terms will be mutually arranged upon acceptance of the proposal of the successful offeror.

4. For any up front costs outside a simple per page cost structure, the payment structure will be no more than 20% of any costs at contract signing. The Respondent is encouraged to suggest relevant milestones for subsequent partial payments in its proposal. CCITC will withhold retainage from each milestone, with final payment of 30% being made upon Final Acceptance of the system by CCITC.

D. Delivery and Support

1. Provide proposed delivery and completion schedule including lead time between order placement, completion and delivery.

2. Specify the remedies you can support, and corrective measures that will be taken, to assure contract compliance and user satisfaction for all products.

E. Costs Respondents must provide itemized and total costs of proposed services.

1. Itemized costs should include but not be limited to:

a. All per page (or per click) costs for MultiFunction Devices

a. Usage charges to be clearly stated for various potential output types including but not limited to, FAX, Copy, Print, Scan, Color, B&W, etc.

b. Software Costs (both up front and/or recurring for the 5 year term and any extension period)

c. Hardware Costs

d. Travel and living expenses. (installation and/or ongoing support)

e. Training

f. Maintenance

g. Customizations

h. Any Software maintenance agreement must cap future annual software maintenance increases to no more than CPI+1% over the previous year, for the 5 year term and any extension period.

2. Vendor should itemize pricing for optional or individual modules that may or may not be selected.

3. The vendor should note any special circumstances or limitations on the pricing provided.

4. We have provided a rough estimate of device quantities based on the current state. Before signing we reserve the right to make minor modifications to the quantities as needed to address changing needs between the RFP release date and contract signing. Provided that we stay within 10% of the current device quantities, the proposal costs per page shall not change.

F. Proposed Contacts and Agreements

1. Acceptance of, or deviations from, the standard contact terms and conditions in attachment B shall the clearly stated.

2. Contracts will state clearly that the RFP and the vendor’s RFP response are all included as part of the agreement.

3. Include a specific and clear section titled RFP Exceptions in the response. Identify each and every item in the RFP to which you are not able to meet all or part of the requirement.

4. Contracts shall be governed by the laws of the State of Wisconsin.

5. The successful offeror shall not assign any part of its interest in this agreement without the prior written consent of the CCITC.

6. The indemnification language must be completely reciprocal.

7. We will agree on language that defines Final Acceptance that is the date after GoLive in which all critical and significant issues are resolved.

8. There will be performance penalties agreed to during contract negotiations which will penalize the vendor if milestones are not met on time or scope. If you cannot agree in principle now to these penalties this must be clearly identified in the RFP Exceptions section of your response.

9. Separate contracts will be signed by each of the 3 entities of this solicitation. (City, NCHC, Marathon County/CCITC)

V. DESCRIPTION OF CURRENT TECHNOLOGY SITUATION

A. Network Environment

1. The CCITC currently supports the following

a. Switched 100/1000 Mb Ethernet to the desktop

b. Power Over Ethernet

c. 10 Gigabit Ethernet backbone over fiber optic cable

d. High traffic hosts are Gigabit attached

e. TCP/IP protocol is currently supported

f. WAN services to several NCHC sites; private fiber, DSL, private and leased point-to-point wireless, and leased fiber service

g. LAN to LAN VPN

h. Papercut managed print service

B. Application Software

1. The CCITC currently supports the following major third-party application software products:

a. Workday ERP

b. Laserfiche document management System

c. Genetec security and door controls (Currently all MFDs have proximity readers that read our Genetec HID ID cards and FOBs)

d. Superion Law Enforcement

e. ESRI ArcGIS

f. Continental Billing System

g. Cerner EMR system at North Central Health Care

h. Microsoft Office 365 and Azure

*The CCITC also currently supports hundreds of other software products

C. Network Devices

1. 2,200 networked Microsoft Windows WIN10 PCs.

2. 700 Mobile devices (mix of Apple/Android Smartphones & Tablets)

3. Approximately 115 networked Laser Printers (mostly HP) currently owned by the individual entities and supported by the CCITC

4. 154 Networked Multifunction (Copy/Scan/FAX) Devices currently under contract until August

2023 (appendix B)

D. Networked and Local Scanning Devices (primarily supporting our Laserfiche Document management environment

1. Fujitsu desktop scanners.

2. Canon ImageFormula high capacity Scanners

3. Canon DR series Desktop scanners

4. Network folder scanning from papercut environment

VI. OBJECTIVES, SPECIFICATIONS, AND REQUIREMENTS

A. Purpose

1. Primary purpose is to provide the City of Wausau, Marathon County, North Central Health Care and other CCITC customers with a 5 year plan to provide networked multi-function (FAX, Scan, Copy, Print) devices, and network printer inventory with a current, modern fleet with an eye towards increased efficiency thru ongoing reductions in printed output.

B. Long Term Objective

1. Establish an ongoing collaborative partnership with a vendor to assist CCITC and its partners to reduce the reliance on printed documents. This collaboration would involve regular opportunities for ongoing consultation to identify opportunities for continuous progress towards an overall reduction in the partners overall printed paper output.

C. General Objectives

1. The CCITC and its business partners are looking to enter into a new 5 year single prime contract for Multifunction devices and replacement and/or right sizing of networked laser printers through a managed print service assessment. This process would include all city and county buildings and office buildings of Marathon County, North Central Health Care, and the City of Wausau. The intent of the CCITC and its partners is to develop a new contract where it can pay for what is used on a simple cost per page (per “click”) basis.

D. General Specifications

1. These specifications/scope of services are intended to be primarily goal-oriented versus prescriptive in nature. All items, details of construction, services or features not specifically mentioned which are regularly furnished in order to provide the services described herein shall be furnished at the proposed price and shall conform in strength, quality and workmanship to that usually provided by the practice.

2.

3. CCITC is looking to replace all MFD devices currently under contract, and replace them with new more modern versions. If the offeror is of the belief that replacement of a portion of the current devices now and the remainder within no more than 3 years period would be of better option to our interests then that may be submitted as a secondary proposal in addition to the primary.

4.

5. Projected changes in the current environment are reflected in the below chart

6. Each and every aspect of the proposals must align with goals stated below.

a. Where appropriate, replace existing MF Devices with right-sized replacements.

b. Minimize the existing site networked printers if it makes sound financial sense to do so and not lose functionality moving forward and/or place (new from manufacturer) MFD’s as needed to maximize efficiencies.

c. Provide split billing between the County, North Central Health Care, and the City of Wausau.

(including sub entity departmental billing detail)

d. Provide billing capabilities for departmental or cost center level detail beneath the above named entities.

e. Ability to provide audit tracking capabilities, in some areas, to the individual level.

f. Control/Simplify/Automate user level input to when using devices but still maintain accountability for sufficient tracking to provide the above (c,d,e) tracking and billing detail.

We currently use proximity cards and FOBs to release print jobs held in our unique user Papercut queue and expect to implement a similar solution that is either as efficient, or more efficient.

g. Current provider currently tracks and bills to the department level using PaperCut software.

It is our preferred solution to maintain Papercut.

h. Reduce and control color printing where desired.

i. Sustain a high level of reliability and service to staff and departments.

j. Reduce the number of old and obsolete printers enterprise wide to reduce energy costs, maintenance time, and expense

k. Card and/or pin based, release of secure and follow-me (pull/push) print jobs in designated areas.

E. Technical Specifications

1. Multi-Function Devices

a. The County is looking for MFD’s that meet the following requirements:

i. Color printing where appropriate

ii. Capacity – 500 to 6,100

iii. Collate, 50 sheet staple, duplex

iv. Auto duplex/feed

v. Network fax and receive capable

vi. Account management single sign on integrated into our Active Directory/Azure tenant

vii. Network printing directly from Windows (i.e. Windows10/11)

viii. Interruption capabilities - describe

City of Wausau B/W 6 Color 12 Marathon County B/W 50 Color 31

NCHC

B/W 44 Color 11 Grand Total 154

ix. All MFD’s should be able to scan in color whether the machine is monochrome or a color device

x. Job Queuing (visible and manageable at the device) - describe

xi. Bypass tray

xii. Input number of sheets appropriate to size of machine

xiii. Centralized and distributed management of user account tracking-integration with managed print solution - describe

xiv. Secure print (copy release) copy/printing solution – describe

xv. Secure scanning to Email

xvi. Secure scan to network drives

xvii. All initial equipment is to be NEW and/or unaltered from manufacturer

xviii. Average speed to be between 35 and 80 p.p.m

xix. All devices must be connected to the CCITC network (connections to the network must not require use of broadcast protocols)

xx. Support both Windows based print queues as well as IP direct printing (we also have a small volume of Apple devices on our network)

xxi. Minimum 600 x 600 dpi on all new equipment

xxii. Envelope print/feed capabilities

2. Device Supply Reporting and Fulfillment

a. The winning vendor will provide automated supply ordering, inventory and automated meter collection. In addition, all automated supplies will be individually labeled with the correct machine and location that each supply was intended. (Meter collection must be TCP/IP.

Broadcast protocols are not routed.)

3. Networked Laser printer managed print services. (optional but highly desirable)

a. In addition to MFD devices the CCITC and their partners wish to evaluate opportunities to move to a managed print service environment which would cover networked Laser Printers. This might include absorption of existing Laser printer inventory or replacement of existing devices.

b. Marathon County is looking for a description of your managed print service program.

Please describe how your process works and how you determine the savings generated.

The CCITC currently supports approximately 115 networked Laser printer devices. Most printers in current inventory are HP printers. Going forward the County desires to standardize printers, to the extent practicable, for the purpose of reduction in cost of supply inventories and ease of moving equipment from one location to another.

c. We also have a few hundred USB attached printers.

d. Provide the County and their partners with the “Right Sized” solution for printing and workflow efficiencies. Right sizing shall include but is not limited to the following. Describe your program and how it could support the principles:

i. “Right Sizing” shall include removal and replacement of outdated or less efficient printers.

ii. Eliminate and/or replace MFD devices with smaller Laser Printers where appropriate.

iii. Eliminate and/or replace networked Laser printers with MFD devices where appropriate.

iv. Eliminate and/or replace higher cost per page machines or machines that have a higher cost of ownership

v. Eliminate and/or replace machines with high volume and are approaching potential high cost maintenance;

vi. Identify personal printers that can be eliminated by proximity to nearby MFD.

vii. Identify network printers that can be eliminated by proximity to nearby MFD.

e. Manage 100% of the device maintenance, including all related supplies (excludes paper)

f. Provide status and usage reporting.

4. Service, Supplies and Support

a. Dedicated Service Technician(s) - If a dedicated service technician is unavailable, describe coverage and response time.

b. Please indicate the number of local service technicians:

a. Within Marathon County

b. Within 50 Mile Radius of the City of Wausau

c. Please provide Company-wide Total number of local employees.

d. Please provide the number of factory trained/certified technicians and HP trained/certified technicians.

e. Provide current manufacturer certifications specific to proposal that vendor holds.

f. Certified Support Engineers within 50 mile radius of the City of Wausau

g. Certified Support Engineers company-wide

h. Uptime 99% or higher –please provide reference examples that support this uptime in organizations similar to Marathon County.

i. Please indicate standard technician response time (technician onsite in 4 hours or less), and how response time is calculated.

j. MICR check printing

k. ‘Green/Recycle’ programs and procedures; please describe any your company has in place.

l. Availability of automated service and toner supply ordering.

m. Explanation of HDD and Data destruction policy. NOTE: Any MFD removed from the contract either during or at contract completion shall have the hard drive removed and destroyed consistent with federal Criminal Justice (CJIS) regulations.

n. Explanation of how network attached printers are protected.

o. The County desires to standardize parts and supplies of all devices, to the extent practicable, within the overall goals of meeting the print needs at a lower cost. All parts and supplies should be new from manufacturer, unless approved by the Director of CCITC.

p. Explain how you maintain an inventory of common replacement parts

q. On-hand loaners to increase uptime and create immediate redundancy if the needs arise.

r. Service escalation policy; include your company’s policy.

s. Marathon County will require a Service Level Agreement (SLA) to be developed with the vendor chosen. This will be negotiated upon the award of the RFP. Please include a sample SLA, if you have one.

t. Items that should be included in the SLA are:

a. Response time requirements and penalties

b. “Lemon” clause for any device with a high number of service calls.

c. Specification for locally available parts. (or next day drop ship)

d. Uptime of 99% during regular business hours

e. Penalties/Incentives to ensure SLA benchmarks

5. Training

a. Training will be provided for all equipment and software installed to the contracted entities.

This training will be provided in three ways.

i. The first portion of training will be provided as a hands-on demonstration at a time/date determined by each department throughout the County. (typically at installation)

ii. The second portion of training will be in the form of customized training documentation created by the winning vendor with the input of the County’s staff for use with new employees. This documentation might include CCITC specific web based FAQ’s, youTube videos, or other documentation.

iii. The third portion would consist on “scheduled as needed” future training for situations where useful additional functionalities are implemented during the 5 year period of the contract.

8. Additional desired features

a. Maintain a print environment that simplifies printer selection by clearly distinguishing between color and monochrome (B/W) to eliminate unintentional costs.

f. Maintain Papercut print environment such as Follow Me Printing (pull printing) that allows for improved usage of print resources and employee’s time.

g. Maintain or improve capabilities for secure private printing as necessary for HIPAA or other secure printing needs.

h. Reduce and centralize fax modules to utilize our Fax server environment when possible.

9. Software Specifications

a. Any software maintenance is expected to have the first year included

i. Any software maintenance starts at Final Acceptance. – not at installation or GoLive dates.

ii. All software maintenance must co-term with the end of the contract.

b. All data and information will be owned by CCITC, or their partners.

c. For Cloud Solutions

i. The contract will specify that we will be provided all of our data in a csv format at no cost within 5 business days of us requesting it when the contract is terminated plus at least once annual (so that the export is tested annually).

ii. The successful offeror shall sign our Business Associate Agreement (BAA) which covers their responsibilities related to information sharing and protection. If conflicts occur between agreements, exhibits, amendments, or any other contractual documents, the BAA will have precedence.

iii. Provider agrees to comply with HIPAA Final Rule in 45 CFR 160 and 164

iv. The contract will specify that we will be notified of any information breach in the vendor’s cloud within 48 hours, regardless if it is on our servers or on other customers

v. The contract will specify that the cloud solution will have a security audit annually and that the report will be provided to CCITC within 1 month of receipt at no charge. The report will also include the vendor’s plans and schedule to mitigate any issues identified. The vendor will keep us informed of the resolution of the identified risks at least every month until resolved.

vi. Provide in your response the following:

a. Your method of performing background checks on staff at hire and routinely and your policy on what to do if any candidate or current employee has a felony or has a misdemeanor related to criminal theft or money, products or information.

b. If any information of CCITC or its partners will be stored outside the US borders

c. Explain what methods of remote access you use and how they are secured

d. Explain how IDs and passwords for access to our servers and content are protected at rest AND while in motion.

F. General Proposal requirements

1. Continued errors in billing will be grounds for termination of this contract. Basis for termination, referenced in this clause, is solely at the discretion of Marathon County.

2. The term of any and all copiers, printers, or MFD’s that are to be added throughout the five years, (sixty months), of this contract, shall be coterminous with the rest of the machines. No additional machines will be allowed to extend beyond the negotiated contract period. All machines that fail during the life of the contract will need to be replaced by the successful vendor, at no cost to the County.

3. A detailed deployment plan should be provided by the offeror. Plan should include time needed of CCITC staff for any/all deployments. Prior to beginning the deployment of equipment, the CCITC will approve all benchmarks set forth within the timeline. Any benchmarks that are not completed on time or to the satisfaction of CCITC project manager or director will be viewed as a failure to provide contracted services and subject to penalties that may include fines or the forfeiture of the awarded contract.

a. Deployments will include full configuration of any/all network/scan/Fax/print functionalities of the device.

b. Configuration of network print queues shall be the responsibility of CCITC with appropriate tested driver sets to be supplied by the vendor.

c. Deployments will include transfer by the winning vendor of any/all existing templates, address books, or other stored information from the old machine to the replacement.

d. Deployments will include detailed staff training for full device functionality at the time of placement.

e. Over the course of the contract term, all equipment removal and/or relocation expenses are the responsibility of the vendor.

f. All shipping costs must be listed up front. Otherwise, all costs are covered by vendor including disposal.

g. Disposal fees must be included or disclosed. (Due to regulatory compliance issues, Hard Drive’s for any disposed/retired/removed machine become the property of the CCITC or their partner and must be removed prior to the device leaving the facility)

h. Toner recycling to be handled by vendor at no cost includes shipping and packaging.

i. Cost for term must be fixed, no bids with variable costs will be considered.

j. Vendor will finance leased equipment, no third party financing accepted.

k. Any questions you have concerning the attached specifications should be addressed (by email) to: Wesly Yuds, Support Manager – wesly.yuds@co.marathon.wi.us

VIII. ATTACHMENTS

Attachment A Standard Terms and Conditions

1.0 SPECIFICATIONS: The specifications in any request

for bids or proposal which forms the subject of this contract are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired.

When alternates are bid/proposed/provided, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency.

Marathon County shall be the sole judge of equivalency.

____________ are cautioned to avoid bidding/proposing alternates to the specifications which may result in rejection of their bid/proposal.

2.0 DEVIATIONS AND EXCEPTIONS: Deviations and

exceptions from original text, terms, conditions, or specifications shall be described fully, on the _______________'s letterhead, signed, and attached to the response to request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the ________________s shall be held liable.

3.0 ACCEPTANCE-REJECTION OF BIDS OR

PROPOSALS: Marathon County reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of Marathon County.

Bids/proposals MUST be date and time stamped by the office of the soliciting purchasing agent on or before the date and time that the bid/proposal is due.

Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of a bid/proposal by the purchasing agent’s office mailto:rick.abreu@co.marathon.wi.us

4.0 METHOD OF AWARD: Award of bids shall be made to

the lowest responsible, responsive bidder unless otherwise specified. Award of proposals shall be subject to criteria set for in the request for proposal.

5.0 QUALITY: Unless otherwise indicated in the request, all

material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without specific prior written approval by the Marathon County.

6.0 WARRANTY: Unless otherwise specifically stated by

the bidder/proposer, equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt.

The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the contractor.

7.0 DELIVERY: Deliveries shall be F.O.B. destination

freight prepaid and included unless otherwise specified.

Failure of the ___________ to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the _____________ liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs.

8.0 ORDERING: Purchase orders shall be placed directly

to ____________ by authorized departments or purchasing agents who have issued the request for bids or proposal. No other purchase orders are authorized.

9.0 PAYMENT TERMS AND INVOICING: Marathon

County normally will pay properly submitted __________ invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.

9.1 Invoices presented for payment must be submitted

in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing.

9.2 A good faith dispute creates an exception to prompt

payment.

10.0 TAXES: Marathon County and its departments are

exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below.

Marathon County, including all its departments, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel.

However, it is exempt from payment of Wisconsin sales or use tax on its purchases. Marathon County may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of materials.

11.0 CONTRACT INTEGRATION: These Standard Terms

and Conditions shall apply to any contract or order awarded as a result of a request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply

The documents constituting the contract between the Marathon County and ________________are intended to be complementary so that what is required by any one of them shall be as binding as if called for by all of them. In the event of any conflicting provisions or requirements within the several parts of the Contract Documents, they shall take precedence in the following order: Change Orders (with the most recent taking precedence); Contract Document Amendments; the Contract Document as described in this signed Agreement; Request for Proposal Addenda; Request for Proposal; and Firm’s Proposal. Any terms of any other documents concerning this agreement are superseded by the terms set forth herein.

12.0 APPLICABLE LAW AND COMPLIANCE: This

contract shall be governed under the laws of the State of Wisconsin. _______________shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. Marathon County reserves the right to cancel this contract if ______________fails to follow the requirements of s.

77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax.

13.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to Marathon County must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards.

13.1 ___________ shall execute and maintain its work so as to avoid injury or damager to any persons or property. __________ shall comply with the requirements and specifications relating to safety measures applicable in particular operations or kinds of work. In carrying out its work, __________ shall, at all times, exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed and be in compliance with all applicable federal, state and local statutory and regulatory requirements including Wisconsin Labor Code and the U.S.Department of Transportation Omnibus Transportation Employee Testing Act, including the obligation to conduct safety inspections to verify said compliance by its employees, agents, and/or subcontractors.

13.2 _____________is specifically notified that it is subject to federal requirements listed under Title 29, Chapter 15 of the United States Code (Occupational Health and Safety Act) by virtue of its contract with Marathon County, a public entity. _____________shall provide a similar notice to all its subcontractors.

13.3 SAFETY DATA SHEET: If any item(s) on an

order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).

14.0 INSURANCE REQUIREMENTS: ______________

shall not commence work under this contract until all insurance required under this paragraph is obtained, and such insurance has been approved Marathon County, nor shall ______________ allow any subcontractor to commence work on their subcontract until all similar insurance requirements have been obtained and approved.

14.1 Maintain worker's compensation insurance as

required by Wisconsin Statutes, for all employees engaged in the work. In case any work is sublet, _____________ shall require the subcontractor similarly to provide…