REQUEST FOR PROPOSAL (RFP)

FOR

MANAGED PRINT

MAINTENANCE

RFP #2312

Issued by:

County of Kenosha Purchasing Division

Sealed proposals must be submitted No later than 3:00 PM 7/27/2023 to:

County of Kenosha Purchasing Division

1010 56th Street, Second Floor Kenosha, WI 53140

LATE RESPONSES WILL BE REJECTED

For further information regarding this RFP contact:

Matthew Fleming

(262) 653-2527

Matt.Fleming@kenoshacounty.org

Issued: 6/1/2023

KENOSHA COUNTY RFP #2312

WISCONSIN PAGE 2 OF 30

TABLE OF CONTENTS

SECTION SUBJECT PAGE #

1. INTRODUCTION AND OBJECTIVES

2. DEFINITIONS

3. STATEMENT OF WORK

4. CALENDAR OF EVENTS

5. CONTRACT

6. VENDOR REGISTRATION

7. THIRD PARTY RFP SERVICES

8. QUESTIONS & ADDENDA

9. PRICES

10. RFP SUBMISSION

11. INSTRUCTIONS TO VENDORS & RESPONSE REQUIREMENTS

12. NON-DISCLOSURE

13. ERRORS OR OMISSIONS

14. VENDOR RESPONSIBILITY

15. EVALUATION & AWARD PROCESS

16. ASSIGNMENT AND SUBCONTRACTING

17. INVOICING REQUIREMENTS

18. CONFIDENTIALITY

19. SPECIAL CONDITIONS OF THIS PROPOSAL

ATTACHMENT A – SIGNATURE AND AUTHORITY AFFIDAVIT FORM

ATTACHMENT B – REFERENCES SHEET

ATTACHMENT C – COST PROPOSAL

ATTACHMENT D – ETHICS COMPLIANCE NOTICE & ADDENDUM

ATTACHMENT E – STANDARD TERMS AND CONDITIONS

EXHIBITS

DEVICE VOLUMES SPREADSHEET

DEVICE LOCATION MAPS

WISCONSIN PAGE 3 OF 30

1. INTRODUCTION AND OBJECTIVES

Kenosha County is in the southeastern most corner of the state of Wisconsin. It serves over 169,000 residents.

Kenosha County is reviewing its existing printer fleet including capabilities of copying, scanning, faxing, and printing technology with the goal of reducing the total cost of ownership through increased device efficiency, printer fleet update and maximizing resource utilization.

Kenosha County recognizes that service providers offer differing levels of support. Vendors should provide a proposal that meets all the terms, conditions, and requirements for basic remote monitoring plus replacement parts and provide proposals for maintenance support. Based on expertise, proposers should include the best possible, cost-effective solution for Kenosha County’s print management needs.

OBJECTIVES:

• Reduce Total Cost of Ownership as recognized by hard cost savings

• Create streamlined supply chain purchasing process to include new devices and consumables

• Provide printer support

• Optimize copier and print fleet based on vendor recommendations and customers’ needs

• Create reports and ongoing optimization recommendations based upon our unified print environment

2. DEFINITIONS

Definitions: The following definitions are used throughout the RFP documents:

Contractor means a Proposer awarded the contract County means the County of Kenosha Wisconsin Proposer/Vendor means a company or individual submitting a response to this RFP Purchasing means the County of Kenosha Purchasing Division RFP means Request for Proposal State means the State of Wisconsin Vendor Portal means the State of Wisconsin’s Vendor Portal (eSupplier)

3. STATEMENT OF WORK

Kenosha County is looking for proposals for a Print Management solution for evolving print, copy and scanning needs. The solution will include maintenance, service, supplies, along with expertise with device options.

A breakdown of the current copier and printer environment is included (Inventory Attachment). Along with the evaluation, the awarded vendor will be expected to make recommendations for each office to ensure the most efficient and cost-effective mix of MFDs and printers, whether existing or new.

The awarded vendor must perform an evaluation on all current equipment to ensure replacement is needed and justification must be provided if replacement is determined. It is the County’s intent that the awarded vendor will make recommendations to consolidate and reduce the number of laser printers in the fleet and move as much volume as possible to new or existing MFDs, but there is no guarantee of recommendations being followed.

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Current environment includes a total of approximately 220 devices:

• 121 Single-Function printers o Roughly 24% are color

• 99 Multi-Function Devices o Roughly 24% are color

Estimated monthly volume for all:

• Black & White: 944,365

• Color: 168,166

• Total: 1,112,531

Kenosha County Locations:

Kenosha County Administration Building

1010 56th Street Kenosha, WI 53140

Brighton Dale Golf Course Clubhouse

830 248th Avenue Kansasville, WI 53139

Brighton Dale Golf Course Maintenance Building

830 248th Ave Kansasville, WI 53139

Brookside Care Center 3506 Washington Road

Kenosha, WI 53144

Kenosha County Center 19600 75th Street Bristol, WI 53104

Kenosha County Courthouse 912 56th Street

Kenosha, WI 53140

Kenosha County Molinaro Building 912 56th Street

Kenosha, WI 53140

Kenosha County Public Safety Building

1000 55th Street Kenosha, WI 53140

Kenosha County Detention Center 4777 88th Avenue Kenosha, WI 53144

Kenosha County Human Services Building

8600 Sheridan Road Kenosha, WI 53143-6516

Kenosha County Veteran’s Memorial Park

36290 Bassett Road Burlington, WI 53105

Kenosha County Petrifying Springs Golf Course Club House

4909 7th Street Kenosha, WI 53144

Kenosha County Petrifying Springs Park Maintenance Building

761 Green Bay Road Kenosha, WI 53144

Kenosha County Pretrial Facility 927 54th Street

Kenosha, WI 53140

The Printer management must support all devices as highlighted above, with exceptions of Election and plotter devices. Support services will include but are not limited to:

• Fleet Management - Vendor will provide a single point of contact for managing the entire MFD/printer environment

• Maintenance/support Services - Vendor will dispatch certified manufacturer printer technicians or existing make and model devices based on agreed upon SLA during regular business hours, 8am - 5pm Monday – Friday.

o Services will include, but are not limited to, consumables, parts, labor, and firmware/driver upgrades listed below:

▪ Consumables

• Toner, including MICR toner, should be Original Equipment Manufacturer unless guaranteed from defects.

• Drums

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• Maintenance Kits

• Staples

• Shipment and recycling of all consumables

• Other miscellaneous consumable parts

▪ Parts

• Fuser units

• Transfer kits

• Rollers

• Paper guides

• Shipment and recycling of all parts

• Other miscellaneous parts

▪ Software/firmware updates and upgrades

• Firmware updates as needed

• Security updates as needed

• Additional software patches or upgrades as needed

▪ Loaner devices

• In the event a device is left out of service, a loaner device of equivalent capabilities will be made available to the users within 24-48 hours

• Proposers must provide backup equipment of equal or greater capability, should that down equipment be unrepairable

• Clear and concise documentation of devices, which is available via website, to include:

o Vendor service ID o Customer defined service ID or name o General building location o Specific location o Make and Model o Serial o MAC/Machine address o Networked (with IP address) or local o Contact for meter readings (where applicable) o Year device installed o Service calls (number or link)

• Phone and Web/Email Support - Vendor will provide phone and email support during regular business hours from Monday – Friday 8:00am - 5:00pm CDT.

o Tech support will only use designated Kenosha County remote software. Currently, it is Beyond Trust o BeyondTrust logs and records every session, and all session traffic is guarded by SSL encryption. Plus, the BeyondTrust appliance resides in your network, under the trusted security measures you already have in place. After most support sessions BeyondTrust uninstalls, leaving no footprint on the remote desktop. -https://www.beyondtrust.com.

• Training - Vendor will provide in-depth training on the devices procured. It will be tailored to customer and user roles, as needed, by the agency.

o End-user training should be ongoing and should include any feature offered in the device manual.

▪ Special training session to be offered at time of each device delivery and install o Training to include:

WISCONSIN PAGE 6 OF 30

▪ Scan, fax, print and copy features for all types of documents (including envelopes) and other applications used in that specific department.

▪ Benefits and usage of secure mailbox, secure print, secure fax, etc. (where applicable).

▪ Print job settings to include color or one-sided printing when necessary.

• Clear and concise point of contacts and workflows for billing, sales, delivery, invoicing

• Proper disposal of devices:

• Vendor shall be responsible for disposal and/or removal of any SFD/MFD device from the County o The vendor shall remove all records of account information, documents, networking information and configurations o The vendor shall also be responsible for securely degaussing and shredding of all hard drives.

• Provide documentation on proof/certificate of destruction.

• Removal of old machines must be included but the County reserves the right to retain any equipment for any reason.

• Service Plan Requirements- awarded contractor shall have a service plan that will include the following:

o Performance Categories Performance will be based on acknowledgement time, response time and resolution time.

▪ Acknowledgment Time- indicates time to acknowledge maintenance and support requests through email, phone or system used for tracking and managing incidents.

Acknowledgment includes written confirmation.

▪ Response Time – indicates time to accept, arrive onsite, and begin work on service request providing no security/access delays or extreme circumstances beyond control of Vendor.

▪ Resolution Time – indicates time to resolve the problem stated on the ticket with a start time beginning at initial escalation and assignment. Closing/resolution includes all items that are within scope of vendor responsibilities.

▪ All contracted technicians must go through a security background check prior to being allowed access to all County buildings

• Vendor will provide monthly reports to the County within 5 days of the closure of each month, in Excel format via email to the County Representative(s). Examples of these reports include, but are not limited to:

o Invoice with current amount due, including Excel backup documentation in table format showing units, rate, and maintenance and lease subtotals for each identified device line item total.

o Number of service calls per device

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o Mean time to resolution per device o Consumable usage o Part replacements and other repairs documented o Itemized incidents with creation date, acknowledgement, response, and resolution times o Statistics and graphs with specific types of incidences/issues o Provide a scheduled report on how you are meeting/not meeting the agreed to SLA’s

• Vendor will meet with the County on a quarterly basis for review of all service reports, and billing/consumption reports.

4. CALENDAR OF EVENTS

This calendar is subject to change at the sole discretion of Kenosha County. All attempts will be made to adhere to this calendar. However, due to circumstances beyond our control, it may be necessary to modify the events and/or dates and times.

Event Date

RFP Issued 6/1/2023

Last Date for Questions 6/15/2023

Addendum Posted (estimated and if needed) 6/29/2023

Proposals Due 7/27/2023 @ 3:00 PM

Possible Vendor Presentations (estimated) 8/24/2023

Contract Award (estimated) 9/7/2023

Work Commences (estimated) 1/1/2024

5. CONTRACT

The contract for this project will consist of this Request for Proposals document, the specification documents and any associated exhibits, drawings, or additional documents, the Contractor’s proposal response with all required forms, any addenda that may be issued, any negotiated terms and conditions, and a Kenosha County standard professional services contract.

The term of the contract shall be from 1/1/2024 until 12/31/2024 with Four (4) one-year renewal options. Any extension must be authorized by mutual agreement of the vendor and the County.

6. VENDOR REGISTRATION

Complete Proposal packages may be obtained from the State of Wisconsin’s VendorNet website https://vendornet.wi.gov/. To receive notifications of addendum and future bids and proposals, vendors must register with https://esupplier.wi.gov. There is no fee to register. If you do not have internet access, contact this office for a hard copy of this RFP.

7. THIRD PARTY RFP SERVICES

Kenosha County is not responsible for the content of any RFP response package received through any 3rd party service. It is the sole responsibility of the vendor to ensure the completeness of the documents received through any 3rd party source.

https://vendornet.wi.gov/ https://esupplier.wi.gov/

WISCONSIN PAGE 8 OF 30

8. QUESTIONS & ADDENDA

If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, they shall notify the contact person named below of such error and request a modification or clarification.

Any communications or questions regarding the requirements, specifications, or special conditions of RFP should be written and submitted to Purchasing as soon as possible, but no later than 6/15/2023.

Purchasing will respond to questions, if necessary, by issuing an official addendum, posted on The State of Wisconsin’s Vendor Portal. All addenda issued as part of this RFP shall become part of the requirements of this RFP and will be made part of the contract. Vendors are responsible for checking the portal for any addenda before submitting a response. Failure to acknowledge addenda may disqualify your proposal response.

Any correspondence or questions submitted must include the RFP number.

Submit questions in writing via email to:

Matthew Fleming, Purchasing Director, e-mail: matt.fleming@kenoshacounty.org

No other employee or representative of Kenosha County is authorized to interpret or give information as to the requirements of this RFP in addition to that contained in or amended to this written RFP document. Vendors are instructed not to contact any other County department or employee regarding this RFP. Any unauthorized contact regarding this RFP may be cause for the rejection of your proposal, at the sole discretion of the County.

9. PRICES

Proposal prices must be in US dollars, complete and inclusive of all charges at the time of submission.

Vendor is responsible for any delivery charges, freight, importing/exporting fees and services, tariff charges, licensing, or any other fees associated with this project.

Proposer certifies that prices, terms and conditions in the proposal will be firm for acceptance for a period of (90) days from the date of opening unless otherwise stated by Kenosha County. Proposals may not be withdrawn before the expiration of (90) days. Prices shall be firm with no escalator clauses unless specified by Kenosha County. Proposals may be withdrawn after ninety (90) days only upon written notification to Kenosha County.

Vendor must utilize the enclosed Cost Proposal form.

10. RFP SUBMISSION

In a sealed container, Proposers must submit one original master copy (so marked) and seven (7) identical photocopies (so marked) securely bound in a ring binder or comb/wire binding. Additionally, one soft copy on a USB storage device must be included with the hardcopies in the sealed container. DO NOT EMAIL AN ELECTRONIC COPY OF THE PROPOSAL TO THE COUNTY PRIOR TO THE DUE DATE. Fax, email, or online response will not be accepted.

Delivery of a response to any other Kenosha County department or office is not acceptable and may result in your response arriving late in the Purchasing Division office. Receipt of a response by the US mail system does not constitute receipt by Purchasing. Late responses will not be accepted.

The following information must be clearly marked on the front of the envelope/shipping package:

Name & Address of Vender Due Date of RFP

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RFP Number & Title

The following sample mailing label is provided here for your convenience:

11. INSTRUCTIONS TO VENDORS & RESPONSE REQUIREMENTS

11.1 Thoroughly examine the scope of work, schedule, instructions and all other solicitation documents and make all investigations necessary to be familiar with conditions that affect the proposal. No pleas of ignorance by the proposer as a result of failure to investigate or examine conditions or failure to fulfill details of the contractual documents will be accepted as a basis for varying the requirements of the County or changing the compensation due.

11.2 Provide all required information on the forms furnished in this document. Print or type name on the proposal and manually sign all copies in the space and on the forms provided. If you obtained this solicitation electronically, your response shall not contain any alteration to the document posted other than entering required data in the spaces provided or including attachments as necessary. By submission of a response, offeror affirms that no alteration of any kind has been made to this solicitation.

11.3 Do not include federal taxes or State of Wisconsin taxes in prices since the County of Kenosha is exempt from payment of these taxes.

11.4 All proposals must be current and final at the time of opening in order to be considered responsive. No proposal will be accepted for consideration, and no award will be made, if at the time of opening anything contained therein is contingent upon, or subject to, any outstanding review, certification, or approval by any party that has not been received.

11.5 The following chart details the required proposal outline and specifies the minimum content of the proposal sections. Proposals should be organized in tabbed sections following this chart and each point listed below should be addressed in your proposal.

From:

To: Matthew Fleming Purchasing Director Kenosha County Purchasing Division 1010 – 56th Street Kenosha, WI 53140

RFP RESPONSE

RFP #2218 Managed Print Maintenance Due Date: 7/27/2023 at 3:00 PM

Sample

Mailing

Label

WISCONSIN PAGE 10 OF 30

Tab Title Contents:

A

Letter of Transmittal

Include a signed and dated letter of transmittal offering your proposal for the County’s consideration, signed by an authorized agent of your company.

B

Table of Contents

A table of contents should be included, and each page of the proposal should be consecutively numbered.

C

Company Profile

• Provide a brief overview and history of your company.

• Address the company’s expertise and qualifications to provide this service to Kenosha County.

• Discuss your company’s size, location(s) and number of employees.

D

Business Plan

• Provide a detailed narrative of the services you are offering to Kenosha County. Discuss all aspects of the Statement of Work and objectives as defined in this document and provide your company’s solution.

• Highlight any major features, functions or area of support that may differentiate your service offering from your competitors’ offerings.

• Describe your service capabilities, parts inventory related to our equipment, procedure for requesting service, and response time.

• Describe the procedure for ordering supplies. Does your website offer first tier email and chat?

• Describe your option(s) for Mobile Secure Printing

• What are the lease structures-including repairs, maintenance, monthly payments, lease terms and conditions.

• Describe options for transitioning from other party print lease contracts.

• Describe your company’s commitment to environmental responsibilities including recycling, energy saving and sustainable future options.

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• Describe your printer management software for user deployment (drivers, user interface)

• Discuss to what extent County staff must be involved in the transition, from our current environment to a contract with your company.

• Discuss expected timeline for implementation.

Replacement Plan Proposal (It is the desire of Kenosha County to replace existing MFDs as needed, based on evaluation of current fleet.)

• List the equipment manufacturers that your company represents and provide details on the features and advantages of the equipment.

• Provide information on cooperative purchase contracts that the County is qualified to use to purchase new equipment.

• Provide a Price sheet/catalog of all devices offered by your service.

Price sheet/catalog should include:

o B&W/Color options o Speed o Additional drawers and/or high-capacity paper drawers o Fax board o Network card o Collating/grouping o Stapler o Lease/purchase price

Exceptions

• Provide a detailed narrative of any exceptions you take to the Statement of Work or Terms and Conditions of this RFP.

• If no exceptions are taken, include a statement to that effect.

Reference Accounts

• On the form provided in this packet, list three (3) accounts your company currently provides these services to. References will be contacted by the County. Kenosha County may also consider reference responses from accounts not listed in your proposal.

• All information provided must be current and correct. Kenosha County will not attempt to search for current information that is not provided.

Vendor Forms

• Complete the Vendor Acceptance Form and insert it into your proposal

• Complete the Ethics Compliance Notice & Addendum

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• Complete the Designation of Confidential and proprietary

Information Form and insert it into your proposal.

In a separate sealed envelope:

Cost Proposal

• Complete the Cost Proposal Form and provide an original and one copy in a separate sealed envelope in your proposal package.

12. NON-DISCLOSURE

It is the intent of the County that all proposals received will remain sealed and confidential until the due date. After the due date, only the names of the proposing firms will be released upon request, no other information will be provided until evaluations are complete.

Once the process is complete, no information submitted as a part of this RFP process shall be considered proprietary or confidential unless claimed as a trade secret on the enclosed form “Designation of

Confidential and Proprietary Information”.

By submitting a proposal, vendors acknowledge that the County may be required under the law to make its records available for public inspection at any time during this RFP process. All Vendors acknowledge and agree that the County will have no obligation or any liability to the Vendor in the event that the

County must disclose these materials.

13. ERRORS OR OMISSIONS

Kenosha County reserves the right to permit cure of, or waive as an informality, any irregularities or technicalities contained in any proposal submitted, at the sole discretion of the County, provided such waiver does not substantially change the offer or provide a competitive advantage to any vendor.

Contracts will be awarded in the best interests of the County.

14. VENDOR RESPONSIBILITY

A proposal response may be rejected if a vendor fails to meet any one of the following qualifications:

14.1 Financial and Organizational Capacity: Factors to be considered include, but are not limited to, assets, liabilities, recent bankruptcies, equipment, facilities, personnel resources and expertise, availability in consideration of other business commitments, or existence of appropriate accounting and auditing procedures for control of property and funds.

Legal Authority: Factors to be considered include, but are not limited to, authority to do business in the State of Wisconsin, licensing, debarment by the State of Wisconsin or Federal Government due to a prevailing wage violation, OSHA violations, violations of other local, state or Federal law, etc.

14.2 Integrity: Factors to be considered include, but are not limited to, criminal indictments or convictions, civil fines and injunctions imposed by governmental agencies, anti-trust investigations, WISCONSIN PAGE 13 OF 30 ethical violations, tax delinquencies, debarment by federal, state or local governments, or prior determinations of integrity-related non-responsibility.

14.3 Previous Contract Performance: Factors to be considered may include reports of less than satisfactory performance, early contract termination for cause, contract abandonment, court determinations of breach of contract, etc.

15. EVALUATION & AWARD PROCESS

15.1 Evaluation Committee

The County’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of Purchasing.

15.2 Right to reject proposals

The County reserves the right to reject all proposals.

15.3 Proposal Scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. The evaluation committee's scoring will be tabulated, and proposals ranked based on the numerical scores received.

15.4 Evaluation Criteria

The proposals will be scored using the following criteria:

EVALUATION CRITERIA

MAXIMUM

POINT

VALUES

Cost to the County 10

Company Profile 35

Business Plan 30

Replacement Plan Proposal 25

TOTAL 100

15.5 Interviews/Presentations and/or Demonstrations

Top-scoring proposers, based on the evaluation of the written proposal, may be required to have interviews/presentations to support and clarify their proposals, if requested by the County. The

County will make every reasonable attempt to schedule the interview/presentation on the date specified in the Calendar of Events. The proposer is required to have key members of staff attend the interview and be prepared to present and respond to questions. Failure of a proposer to complete a scheduled interview/presentation to the County may result in rejection of that proposer's proposal. The County may conduct reviews of the vendor’s work and/or contact references to clarify or confirm proposal information.

15.6 Final Evaluation

Upon completion of any interviews/presentations and/or demonstrations by proposers, the

WISCONSIN PAGE 14 OF 30

County's evaluation team will review their evaluations and adjust the scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information.

15.7 Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer after the original evaluation process is complete.

Alternatively, the highest proposer or proposers may be requested to submit Best and Final Offers

(BAFO). If the County requests Best and Final Offers, they will be evaluated against the stated criteria outlined in the BAFO, scored, and ranked by the evaluation committee. The award may then be granted to the highest scoring BAFO. However, a proposer should not expect that the

County will request a Best and Final Offer.

16. ASSIGNMENT AND SUBCONTRACTING

The selected Contractor will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract or any portion therein, or its right, title, or interest in, to any person, firm or corporation without the written consent of Kenosha County. If Kenosha County permits the use of subcontractors, the following will apply:

The contractor is the prime contractor. A prime contractor is the vendor who provides a service and receives a payment for that service. The County considers the prime contractor to be the sole point of contact with regards to contractual matters, including the performance of the services and the payment of all charges resulting for contractual obligations.

The prime contractor will be responsible for the contract performance when subcontractors are used.

However, when subcontractors are used, they must abide by all terms and conditions of the contract. If subcontractors are to be used, the contractor must clearly identify the subcontractor including length of time the subcontractor has been used by the prime contractor and other projects.

The prime contractor shall provide the County with the names of any subcontractors used for the performance of any part of this contract. The existence of the subcontractor does not relieve or reduce the prime contractor of any liability to the County for any breach in the performance of the prime contractor’s duties. The prime contractor agrees that all subcontractors shall be agents of the prime contractor and the prime contractor agrees to hold harmless hereunder for any loss or damage of any kind occasioned by the acts of omissions of prime contractors, subcontracts, their agents or employees.

17. INVOICING REQUIREMENTS

The County’s terms are to pay or reject invoices within 30 days of receipt. Before payment is made, it also must verify that all invoiced charges are correct as per this contract. Only properly submitted invoices shall be officially received for payment. Thus, your prompt payment requires that your invoices be clear and complete in conformity with the instructions below.

All invoices must be itemized showing:

a. Purchase order number

b. RFP number

c. Vendor remit to address

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d. Complete detailed product or service description as stated on your RFP

e. Prices per the Contract

The original invoice must be sent to the bill-to address shown on the Purchase Order.

18. CONFIDENTIALITY

Contractor acknowledges that some of the data and documentation it may become privy to in the performance of this contract is of a confidential nature. Contractor shall make all reasonable efforts to ensure that it or its employees and subcontractors do not disseminate such confidential information.

Contractor or its employees and subcontractors will not reuse, sell, or make use in any format the data researched or compiled for this contract for any venture, profitable or not, outside this contract.

Contractor agrees to observe complete confidentiality with respect to all aspects of any confidential information, proprietary data and/or trade secrets and any parts thereof, whether such contents are the County's or the manufacturer's, or distributor's whereby Contractor or any Contractor's personnel may gain access while engaged by the County or while on County premises.

The restrictions herein shall survive the termination of this contract for any reason and shall continue in full force and effect and shall be binding upon the Contractor or its agents, employees, successors, assigns, subcontractors, or any party claiming an interest in this contract on behalf of or under the rights of Contractor following any termination. Contractor shall advise all Contractor's agents, employees, successors, assigns and subcontractors which are engaged by the County of the restrictions, present and continuing, set forth herein. Contractor shall be liable for all damages resulting from its breach of confidentiality and defend and incur all costs, if any, for actions that arise because of noncompliance by Contractor, its agents, employees, successors, assigns and subcontractors regarding the restrictions herein.

19. SPECIAL CONDITIONS OF THIS PROPOSAL

19.1 Indemnity and Insurance Requirements

A proposal response may be rejected if a vendor fails to meet any one of the following insurance requirements:

19.1.1. Contractor agrees to indemnify, hold harmless and defend Kenosha County, its officers, agents and employees from any and all liability including claims, demands, losses, costs, damages and expenses of every kind and description or damage to persons or property arising out of or in connection with or occurring during the course of this agreement where such liability is founded upon or occurring out of the acts or omissions of the Contractor, its agents or employees, regardless of whether or not it is caused in part by Kenosha County. Contractor shall notify Kenosha County immediately upon the commencement of any litigation against Contractor where there is any possibility Kenosha County may be made a party thereto. Should Contractor hire/engage any subcontractor(s) to perform work on its behalf or in conjunction with Contractor’s work, Contractor will require such subcontractor(s) to carry the same insurance as is outlined and required below of the Contractor.

19.1.2. Contractor agrees to protect itself and Kenosha County under the indemnity agreement set forth in the above paragraph. Contractor will at all times during the terms of this Contract keep in force and effect the insurances listed below and such insurance policies must be issued by a company or companies rated A- VII or better by AM Best and authorized to do business in the State of Wisconsin with the following minimum limits of coverage.

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Commercial General Liability *

Each Occurrence $1,000,000

General Aggregate $2,000,000

Products – Completed Operations Aggregate $2,000,000

Cyber Liability*

Provide copy of declaration page showing any first & third party cyber liability coverage that applies to this contract

$1,000,000

Automobile Liability – Combined Single Limit * $1,000,000

Excess/Umbrella Liability – Each Occurrence and Aggregate Limits *

$1,000,000

Workers Compensation Statutory Limits

Employer’s Liability – Each Accident / Disease Each Employee / Disease Policy Limit *

$500,000 Each

*Or such higher limits sufficient for these insurance policies to be scheduled under the Umbrella policy.

19.1.3. Coverage afforded shall apply as primary with Kenosha County named as an additional insured on the commercial general, and excess/umbrella liability policies. Contractor shall give 30 days’ advance written notice of cancellation or non-renewal during the term of this Contract. An endorsement in favor of Kenosha County waiving the Contractor’s and its insurer’s rights of subrogation shall be issued with respect to the Commercial General Liability, Comprehensive Auto Liability, and Workers’ Compensation and Employers Liability policies. Evidence of this endorsement must be noted on the certificate of insurance.

19.1.4. Contractor shall not discontinue or change any of the above referenced liability insurance policies in effect during any part of this contract without buying “tail end” insurance to cover potential claims that may have occurred during the term of this agreement. Completed Operations and Products liability insurance shall be maintained for a period of 2-years after completion and acceptance of the Project by Contractor, or such longer period as may be reasonably required by Kenosha County. The hold harmless, indemnity and insurance provisions of this contract shall survive the termination of this contract and shall remain operative until the time that all potential claims or potential civil actions by the parties or by third parties shall expire under existing law.

19.1.5. Upon execution of this Contract, the Contractor shall furnish Kenosha County with a certificate of insurance, showing evidence of the above requirements. Certificate must be submitted to Kenosha County within four (4) business days after receipt of purchase order, execution of contract or other written authorization. If certificate is not submitted within four (4) business days, Kenosha County, at its sole discretion, may void the contract and award to the next highest scoring vendor.

19.2 CHANGES IN THE WORK

No changes in the work may be made by the Contractor without having prior written approval of the County. The County may at any time, without invalidating the Contract and without notice to Sureties, order changes in the work by written Change Order or Field Order. Such changes may

WISCONSIN PAGE 17 OF 30

include additions and/or deletions. No officer, employee or agent of the County is authorized to direct any extra or changed work verbally, except in an emergency endangering life or property.

The County shall not be liable to the Contractor for any increased compensation without such written order.

19.3 NO REIMBURSEMENT FOR EXPENSE OF PROPOSALS

The County will not reimburse vendors for any costs associated with the preparation and submittal of any proposal, nor for any travel and/or per diem costs if any are incurred.

19.4 EQUIPMENT AND/OR MATERIALS ON SITE

The successful Contractor or an authorized representative must be present to accept delivery at the job site of all equipment and material shipments that are part of the contract. It shall be the contractor’s responsibility to assume all liability for any equipment or materials delivered to the job site. Delivery of any equipment or materials any day ‘before’ work will proceed must be coordinated with the County. The Contractor is responsible for the security and safety of equipment or materials onsite.

19.5 BACKGROUND CHECKS

Background Checks. Vendor shall, at its own expense, ensure that the Vendor Personnel undergo all required background checks prior to the provision of Services by any such Vendor Personnel and prior to the presence of any such Vendor Personnel at any Facility location. Vendor shall conduct background checks periodically, as required by any applicable federal, state, or local statute or regulation. Vendor shall notify Facility in writing within three (3) days of becoming aware that any Vendor Personnel has been charged with or convicted of any crime.

WISCONSIN PAGE 18 OF 30

ATTACHMENT A SIGNATURE AND AUTHORITY AFFIDAVIT FORM

COMPANY NAME: _____________________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

Address: __________________________________________________________________________

City ____________________________ State ________ Zip + 4 _______________________

Number of years in Business _______

Name the person to contact for questions concerning this RFP.

Name __________________________ Title ______________________________

Phone ( ) _______________________ Toll Free Phone ( ) __________________________

Fax ( ) _________________________ Email Address ___________________________

In signing this RFP, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a response; that this RFP has been independently arrived at without collusion with any other vendor, competitor or potential competitor;

that this RFP has not been knowingly disclosed prior to the due date to any other vendor or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, having familiarized themselves with the conditions affecting the cost of the work, having read completely the specifications, hereby proposes to perform everything required and to provide and furnish labor, materials, equipment, tools, and all other services and supplies necessary to produce in a complete and workmanlike manner all of the services, materials or products described in the specifications relating to this

RFP.

I further certify that I am a duly authorized agent of this company, I have examined this proposal from the written specifications and information and have checked the same in detail before submitting said proposal to the County. I have full authority to make such statements and submit this proposal, and all statements submitted are true and correct.

Signature Title

Name (type or print) Date

This firm herby acknowledges receipt / review of the following addendum(s) (If any)

Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

WISCONSIN PAGE 19 OF 30

ATTACHMENT B

REFERENCES

Vendor: _______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document.

Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

WISCONSIN PAGE 20 OF 30

ATTACHMENT C

Cost Proposal

Proposer Name: ___________________________________________________________________________

Submit original plus one copy (Submit in separate envelope within proposal package)

Provide costs per the following estimated annual usage. These costs are for proposal evaluation purposes only.

Actual costs shall be determined by the actual usage.

Cost per copy shall include toner, staples, supplies, parts, labor, maintenance, and repair.

Type of Copy/Print Annual Amount Cost per Copy/Print Total

A3 B/W 4,650,000 $ $

A3 Color 1,050,000 $ $

A4 B/W 1,790,000 $ $

A4 Color 232,000 $ $

Total Estimated Annual Cost (Sum of all lines) $

Purchasing will score the cost proposals by prorating, with the lowest cost proposal given the highest score. The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.

Lowest Cost Proposed

Constant _ X Maximum Points Assigned to Cost = Score

Other Proposed Cost

Kenosha County is exempt from Federal Excise and Wisconsin Sales Taxes, 77.54(9a) (b) WI Stats.

Kenosha County’s CES number is 008-1020421892-06.

WISCONSIN PAGE 21 OF 30

ATTACHMENT D

ETHICS COMPLIANCE NOTICE & ADDENDUM

PUBLIC NOTICE PERTAINING TO ALL REQUESTS FOR PROPOSALS AND BIDS REGARDING KENOSHA COUNTY

POLICY ON ETHICS IN GOVERNMENT

In addition to ethical standards set forth in Wisconsin Statutes Section 19.59 for all County employees and officials [either elected or appointed] Kenosha County has adopted an Ethics Policy that is applicable to County employees in conducting county business. That policy may be reviewed at http://www.kenoshacounty.org/DocumentCenter/Home/View/578

The Ethics Policy is intended to ensure that public trust in Kenosha County government is maintained and that decisions affecting the county and its citizens are made fairly and impartially for the benefit of all citizens and not for personal gain. This policy precludes:

• the misuse or misappropriation of County property or funds for personal use or otherwise,

• use or disclosure of confidential information for personal gain or otherwise,

• elimination of conflicts of interests, receipt of gifts or favors or other considerations of value by County employees,

• the use of the employee’s public position to influence or gain unlawful benefits or to influence or gain advantages or privileges for the employee,

• and the conducting of personal business or campaigning during working hours.

This policy, furthermore, requires employees to disclose and report to the proper authorities any violation of this policy by either other employees or by any nonemployee or citizen seeking to or aiding or abetting in efforts to circumvent this policy. Any employee failing to make such disclosure or report is subject to discipline.

Contracts with Kenosha County also require that any party contracting with Kenosha County also report any violation to either the District Attorney or Corporation Counsel for Kenosha County.

In addition, Wisconsin Statutes Sections, 946.12 involving misconduct in public office and 946.13 involving a private interest in a public contract are considered Class 1 felonies and activity considered in violation of these statutes will be reported to the Kenosha County Sheriff for investigation and the Kenosha County District

Attorney for prosecution.

In submitting a bid or proposal in response to a request for bids or proposals, a party must acknowledge both in this response as well as in any subsequent contract that:

1. The party has read this notice in its entirety, understands its content and agrees to be bound by the provisions herein, and

2. The party knows of no conflicts of interest or appearance of a conflict or appearance of an impropriety on the part of any current or former county official or employee who may have had a role on deciding which proposal or bid will be accepted, and

3. It is acknowledged that it is a crime under sec. 946.13 wis. stats., if any public official or employee shall, in his or her private capacity, negotiate or bid for or enter into a contract in which he or she has a private pecuniary interest, direct or indirect, if at the same time he or she is authorized or required by law to participate in his orher capacity as such officer or employee in the making of that contract or to http://www.kenoshacounty.org/DocumentCenter/Home/View/578

WISCONSIN PAGE 22 OF 30

perform in regard to that contract some official function requiring the exercise of discretion on his or her part, nor shall any official or employee, in his official capacity, participate in the making of a contract in which he or she has a private pecuniary interest, direct or indirect, or performs in regard to that contract some function requiring the exercise of discretion on his or her part. in the event wis.

stat, secs. 946.12 and 946.13 are violated, it is understood that this contract may be voided at the discretion of kenosha county.

4. Question pertaining to conflicts or appearance of an impropriety may be addressed to the office of the Kenosha County Corporation Counsel.

5. Violations are required to be reported, and

6. No attempt has been made by anyone on behalf of the party submitting the proposal or bid to directly or indirectly illegally influence the awarding of a contract by promise of or delivery of any consideration or any thing of value to a current or former county official or employee or family or household member of acurrent or former county official or employee, or in any other manner contrary to law, and

7. Kenosha County prohibits communication relative to this request for proposal or bid by a proposer or bidder with any county elected official or employee prior to the time an award has been made, except as provided for in this request for proposal or bid invitation. violation of this section is grounds for disqualification of the party's proposal.

8. Other than the county representative noted herein, no other employee or representative of Kenosha County is authorized to interpret any portion of the request for proposal or bid or give information as to the requirements of this request or amendment thereto. Bidders are instructed not to contact any other county department or employee regarding this proposal.

9. Written questions will be answered in writing to the proposer requesting a response. Proposer's questions and the county's responses will become a public record, and

10. The parties acknowledge that Kenosha County is a municipal corporation legally bound to comply with the wisconsin open meetings and public records law and that as such, unless otherwise allowed for by law, all aspects of this agreement are subject to open discussion and disclosure and are a matter of public record. It is furthermore agreed to that no party will take any action to obstruct the operation of these laws. If records are created or maintained or in the custody of the provider, as an independent contractor, they, along with the raw data used to create the record, are, nevertheless, public records. Within legal constraints related to confidentiality and privacy protection, such records must be made immediately available to the public upon request and in the format in which they were created. Provider agrees to hold the county harmless and to indemnify the county for all costs, fees, including all attorney fees and judgments and damages of whatever kind for which the county may be held liable due to the provider’s failure to comply with the Wisconsin public records and open meetings laws, or this agreement.

11. That any subsequent finding of a violation of the county’s ethics policy by any party or any agent of any party acting either alone or acting in concert with a current or former Kenosha County official or employee may result, at the sole option of Kenosha County, in any subsequent agreement being declared null and void and / or may result in the party violating this policy being debarred from submitting proposals, bids or contracting with Kenosha County for a…