25_019 RFP Multifunction copiers.doc

HOUSTON COUNTY SCHOOL DISTRICT

REQUEST FOR PROPOSALS

For

Multifunctional Copiers

RFP NUMBER 25-019

For all questions about this RFP contact via email:

L. Renee Langston, CPPB Issuing Officer

PH. - 478-988-6211 ext. 4

FAX – 478-988-6212

EMAIL – renee.langston@hcbe.net

RELEASED ON:

January 17, 2025

DUE ON:

February 20, 2025; 2:00 P.M. Eastern Time

1.0

INTRODUCTION

1.1 Purpose of Procurement

The Houston County School District, hereafter referred to as the “District,” is requesting proposals for multifunction copiers.

1.2 Proposal Certification

The Houston County School District certifies the use of competitive sealed bidding will not be practical or advantageous to the District in completing the acquisition described in this RFP. Competitive sealed proposals will be submitted in response to this RFP. All proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

1.3 Schedule of Events

This Request for Proposals will be governed by the following schedule:

01/17/25

Release of RFP

01/31/25

Deadline for written questions

02/05/25

Answers to written questions posted on the District website

02/20/25

Proposals due

02/24/25-02/27/25

Vendor Presentations, if requested by District

1.4 Restrictions on Communications with Staff

All questions about this RFP must be submitted in the following format:

Company Name

1. Question

Citation of relevant section of the RFP

2. Question

Citation of relevant section of the RFP

Questions must be directed in writing to the Issuing Officer: renee.langston@hcbe.net From the issue date of this RFP until a contractor is selected and the selection is announced, Offerors are not allowed to communicate for any reason with any District staff except through the Issuing Officer named herein, or during the Offeror's conference, or as provided by existing work agreement(s). The District reserves the right to reject the proposal of any Offeror violating this provision. All questions concerning this RFP must be submitted in writing (fax or email may be used) to the Issuing Officer. No questions other than written will be accepted. No response other than written will be binding upon the District. Questions and answers will be posted to the District website as they are received. Website address is https://www.hcbe.net/purchasing/openbids.

1.5 Definition of Terms

HCSD – Houston County School District Board – Houston County School District

District – Houston County School District OCGA – Official Code of Georgia Annotated (State Statute)

Vendor/Contractor/Offeror – Respondent to this Request for Proposals

RFP – Request for Proposal

1.6 Contract Term

Code section 20-2-506 of the laws of the State of Georgia as of this date and as may be amended apply to this agreement. For the duration of the contract term established through this RFP, contracts will automatically renew on January 1 of each year unless notified in writing by HCSD.

The initial contract term is one (1) year, or less, from contract award through December 31, 2025, and will automatically renew not to exceed 5 years (60 months) unless cancelled as specified herein.

MULTI-YEAR CONTRACTS - Pursuant to O.C.G.A. 20-2-506, the contract shall terminate absolutely and without further obligation at the close of the calendar year. Renewals shall be based on the calendar year, shall depend upon funding, contractor performance, and agreement by both parties. The contract shall automatically renew, unless positive action is taken by the school system, and shall terminate at the end of the contract period 1.7 Background

The district has the following characteristics:

For more information on the Houston County School District, please go to www.hcbe.net.

1.8 Submission Expenses

The District shall not be liable for any expenses incurred by the Offeror in responding to this RFP. This shall include expenses incurred by the Offeror to conduct site visits or product demonstrations at the District site. No expenses will be reimbursed in any manner by the District.

1.9 Right to Purchase

HCSD reserves the right to purchase from any source to include existing or future state or federal contracts, cooperatives or from any submitted proposals.

2.0

MANDATORY MINIMUM REQUIREMENTS

This section identifies all mandatory requirements, which must be addressed in the proposal before further consideration will be given. Each response must reference the item number it is in reference to (i.e., 2.1.a, 2.1.b, etc.).

Vendors are encouraged to propose options based on current usage and consideration for increased copies per machine over the next five years or term of agreement. The School District is not interested in pursuing any leasing agreements at this time.

Include in your proposal a larger unit that would have the capability of making over 3,000,000 copies per year.

FUNCTIONALITY

2.1 Black Digital Copiers

Approximate quantities to be replaced: 150 High-speed, black toner, digital, network copier All equipment proposed by the offeror should be in new condition. Used, reconditioned, refurbished or remanufactured equipment will not be accepted

Maintenance /Service Agreement - All-inclusive (except paper & staples) cost per copy 2.1.1 Minimum requirement: 75 cpm digital, network connected copier.

2.1.2 Minimum paper supply: 3000 sheets of 8.5 x 11 from at least two (2) drawers, two (2) drawers adjustable size to at least 11 x 17, with sheet feed bypass.

2.1.3 Minimum 50 sheet finisher that staples and stacks; must have the capability to offset stack print jobs.

2.1.4 Vendor must provide the number of copies each model proposed is guaranteed to provide monthly up to a four-year period while remaining in good working condition.

2.1.5 Must include an auto document feeder.

2.1.6 Optional: post sheet inserter.

2.1.7 Must include duplexing.

2.1.8 Must be capable to enlarge and shrink by preset and manual settings.

2.1.9 Must include a coded access control.

2.1.10 Must include job storage and recall.

2.1.11 Must be able to handle a wide variation of paper size and weight, but predominantly 20 lb. xerographic, multi-use paper and 110 lb. card stock.

2.1.12 Must have book, two (2) sided, and two (2) sided to single sided copying capability.

2.1.13 Must include two (2) and three (3) hole punch. State in proposal if capable of top hole punch.

2.1.14 Must be easy install to network (TCP/IP) printing from both PC and current software.

2.1.15 Must have capability of Account management interface with LDAP (Active Directory).

2.1.16 Must include unlimited software and firmware updates for printing and network capability.

2.1.17 Must support PrinterLogic Control Application (CPA) 1.2 or 2.0 and/or includes a built in follow me printing platform.

2.1.18 Optional: faxing connected via Polycom Obi302 analog telephone adapter (ATA).

2.1.19 Must have network color scanning capability.

2.1.20 Must have print hold capability that allows operator to request print job to hold at copier until retrieved or ready to release.

2.1.21 Monthly billing must be grouped by location and broken down per copier.

2.1.22 At a minimum, HCSD requires electronic vendor produced quarterly reports to show equipment inventory information, maintenance data, service data, print volume(s), and financials. Vendors should also anticipate other custom/ad-hoc reports based on the needs of HCSD.

2.1.23 Optional: booklet finisher/stapler.

2.1.24 Must provide a separate price sheet for each model proposed including maintenance.

2.1.25 Must include detailed color brochure for each copier proposed. Information must be clear, concise, and accurate for the copier it is representing.

2.1.26 Must have the capability for monthly automatic copy count submission.

2.1.27 Vendor must assist HCSD employees in deleting all data from copiers being replaced.

2.1.28 No shipping fees will be applied to orders for toner or staples, regardless of order size, delivery location, or shipping method.

2.1.29 Vendor shall collaborate with the district's technology department to configure default security settings and printer preferences during the initial setup, establishing a standardized golden image for copier deployment.

2.2 Color Digital Copier High-speed, color, digital, network copier.

All equipment proposed by the offeror should be in new condition. Used, reconditioned, refurbished or remanufactured equipment will not be accepted

Maintenance /Service Agreement - All-inclusive (except paper & staples) cost per copy 2.2.1 Minimum requirement: 60 cpm digital color, 75 cpm digital black/white, network connected copier.

2.2.2 Minimum paper supply: 3000 sheets of 8.5 x 11 from at least two (2) drawers, two (2) drawers adjustable size to at least 11 x 17, with sheet feed bypass.

2.2.3 Minimum 50 sheet finisher that staples and stacks; must have the capability to offset stack print jobs.

2.2.4 Vendor must provide the number of copies each model proposed is guaranteed to provide monthly up to a four-year period while remaining in good working condition.

2.2.5 Must include an auto document feeder.

2.2.6 Optional: post sheet inserter.

2.2.7 Must include duplexing.

2.2.8 Must be capable to enlarge and shrink by preset and manual settings.

2.2.9 Must include a coded access control.

2.2.10 Must include job storage and recall.

2.2.11 Must be able to handle a wide variation of paper size and weight, but predominantly 20 lb. xerographic, multi-use paper and 110 lb. card stock.

2.2.12 Must have book, two (2) sided, and two (2) sided to single sided copying capability.

2.2.13 Must include two (2) and three (3) hole punch. State in proposal if capable of top hole punch.

2.2.14 Must be easy install to network (TCP/IP) printing from both PC and current software.

2.2.15 Must have capability of Account management interface with LDAP (Active Directory).

2.2.16 Must include unlimited software and firmware updates for printing and network capability.

2.2.17 Must support PrinterLogic Control Application (CPA) 1.2 or 2.0 and/or includes a built in follow me printing platform.

2.2.18 Optional: faxing connected via Polycom Obi302 analog telephone adapter (ATA).

2.2.19 Must have network color scanning capability.

2.2.20 Must have print hold capability that allows operator to request print job to hold at copier until retrieved or ready to release.

2.1.21 Monthly billing must be grouped by location and broken down per copier.

2.1.22 At a minimum, HCSD requires electronic vendor produced quarterly reports to show equipment inventory information, maintenance data, service data, print volume(s), and financials. Vendors should also anticipate other custom/ad-hoc reports based on the needs of HCSD.

2.2.23 Optional: booklet finisher/stapler.

2.2.24 Must provide a separate price sheet for each model proposed including maintenance.

2.2.25 Must include detailed color brochure for each copier proposed. Information must be clear, concise, and accurate for the copier it is representing.

2.2.26 Must have the capability for monthly automatic copy count submission.

2.2.27 Vendor must assist HCSD employees in deleting all data from copiers being replaced.

2.1.28 No shipping fees will be applied to orders for toner or staples, regardless of order size, delivery location, or shipping method.

2.2.29 Vendor shall collaborate with the district's technology department to configure default security settings and printer preferences during the initial setup, establishing a standardized golden image for copier deployment.

2.3 Repair and Maintenance

2.3.1 Response time for service or repair calls must be within four hours. If the machine remains inoperable for two consecutive workdays, the company must provide at no additional charge, a comparable operational loaner machine within 72 hours of the initial repair call (holidays and weekends excluded).

2.3.2 Device Replacement and Equipment Move Requirements

a. During the contract period, should the repair record of any copier reflect a downtime of ten (10) percent or more of the normal working days in two (2) consecutive months, the vendor shall replace the copier with an equivalent model (new) at no charge to HCSD The replaced copier will not return to service at any HCSD location.

b. Vendor will be responsible for all copier relocations, including moves within schools or departments and to other locations within HCSD locations, at no cost to HCSD.

2.3.3 Vendor must provide a local or toll free service number for service requests.

2.3.4 Service must be available during District regular working hours, which are 8 a.m. – 5 p.m. Monday – Friday.

2.3.5 Maintenance must include toner, all parts and labor with the exception of paper and staples.

2.3.6 No shipping fees will be applied to orders for toner or staples, regardless of order size, delivery location, or shipping method.

2.3.7 Operating Instruction manuals must be provided with machines.

2.3.8 Training must be included. Specify in your response the training and support you will provide.

2.3.9 Vendor’s personnel shall be uniformed or identifiable at all times while on HCSD locations. See Terms and Conditions section for additional information related to background checks.

2.4 Company Background and Experience

Offeror will describe their background, relevant experience, and qualifications, including, but not limited to the following:

2.4.1 Company Structure The Offeror will include in the proposal the legal form of their business organization, the state in which incorporated (if a corporation), the types of business ventures in which the organization is involved and the office location that will be the point of contact during the term of any resulting contract.

2.4.2 Experience

The Offeror must include in the technical proposal the number of full consecutive years they have been operating under their current business name.

The Offeror will provide a list of at least three (3) clients for whom similar services, as detailed in this RFP, have been provided during the past three years. The list must include:

· dates of service

· name of contact person

· title of contact person

· phone number and email address of contact person The Offeror will also disclose any services terminated by the client(s) and the reason(s) for termination.

3.0

PROPOSAL SUBMISSION AND EVALUATION

3.1 Process for Submitting Proposals

3.1.1 Preparation of Proposal

Each proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the technical proposal, the Offeror should reference these materials in the technical proposal, identifying the document, and citing the appropriate section and page(s) to be reviewed.

3.1.2 Packaging of Proposal

The Offeror's proposal in response to this RFP must be divided into two appropriately labeled and sealed packages - a Technical Submission and a Financial Proposal.

Include one (1) original copy plus USB flash drive of technical submission and one (1) copy of the financial proposal. Do not include cost information in the technical submission.

The contents of each package will include:

Technical Submission

Proposal Certification (Appendix A)

Immigration and Security Form (Appendix B)

Certificate Regarding Debarment, Suspension, Ineligibility (Appendix C) Contract Exceptions (Appendix D) Non-Collusion Affidavit (Appendix G) Technical Proposal, addressing all requirements in Section 2.0

Financial Proposal

The Offeror must use the Financial Proposal Forms (Appendix E & F) Mark the outside of shipping package as follows:

Name of Company

Phone Number and Point of Contact for Company

RFP # 25-019

Due February 20, 2025; 2:00 P.M. Eastern Time 3.1.3 Submission of Proposals

Proposals must be submitted to:

HCSD – Purchasing Dept.

L. Renee Langston, CPPB

200 Jerry Barker Drive

Warner Robins, Georgia 31088 Drop box is available outside the Purchasing Department for hand deliveries. Faxed or emailed proposals will not be accepted. Any proposal received after the due date and time will not be evaluated.

3.2 Evaluation Process

The evaluation of proposals received on or before the due date and time will be conducted in the following phases.

3.2.1 Administrative Review

The proposals will be reviewed by the Issuing Officer for the following administrative requirements:

· Submitted by deadline

· Separately sealed Technical Submission and Financial Proposal

· All required documents have been submitted

· Technical Submission does not include any information from the Financial Proposal

· All documents requiring an original signature have been signed and are included

3.2.2 Mandatory Requirements Review

Proposals, which pass the administrative review, will then be reviewed by the Technical Evaluation Team to ensure all requirements identified in Section 2.0 are addressed satisfactorily.

3.2.3 Proposal Evaluation

Proposals, which pass the Mandatory Requirements Review, will be reviewed by the Technical Evaluation Team for quality and completeness.

The following are the maximum possible points of each category:

3.2.4 Oral Presentations

The District reserves the right to choose and invite Offerors to present their technical solution to the Technical Evaluation Team. The Financial Proposal must not be discussed during the oral presentation. All Offerors submitting proposals may not be asked to make a presentation.

3.2.5 Financial Proposal Evaluation

Offerors will use only the Financial Proposal Forms provided with the RFP (Appendix E & F).

3.2.6 Identification of Apparent Successful Offeror

The resulting Financial Proposal scores will be combined with the Technical Proposal score. The Offeror with the highest combined technical and financial score will be identified as the apparent successful Offeror. The apparent successful Offeror’s proposal will be presented to the Board of Education for approval at a Board meeting, if required by policy. Once approved, an award summary will be posted to the District website. Award is contingent upon available funds and necessary approvals.

3.3 Rejection of Proposals/Cancellation of RFP

The District reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the District. It is also within the right of the District to reject proposals that do not contain all elements and information requested in this document. The District reserves the right to cancel this RFP at any time. The District will not be liable for any cost/losses incurred by the Offerors throughout this process.

4.0

TERMS AND CONDITIONS

4.1 RFP Amendments

The District reserves the right to amend this RFP prior to the proposal due date. All amendments and additional information will be posted to the HCSD Purchasing website, located at: https://www.hcbe.net/purchasing/openbids. Offerors are encouraged to check this website frequently.

4.2 Proposal Withdrawal

A submitted proposal may be withdrawn prior to the due date by a written request to the Issuing Officer. A request to withdraw a proposal must be signed by an authorized individual.

4.3 Cost for Preparing Proposals

The cost for developing the proposal is the sole responsibility of the Offeror. The District will not provide reimbursement for such costs.

4.4 Sample Contract The Sample Contract, which the District intends to use with the successful Offeror, is attached to this RFP and identified as Appendix D. Exceptions to the Contract should be identified and submitted with the Offeror's proposal. Proposed exceptions must not conflict with or attempt to preempt mandatory requirements specified in Section 2.0. Final Contract must be governed by the laws of the State of Georgia only. Refer to https://tinyurl.com/2p8x6rwn for terms and conditions prohibited by governmental entities in the State of Georgia.

Prior to award, the apparent winning Offeror will be required to enter into discussions with the District to resolve any contractual differences before an award is made. These discussions are to be finalized and all exceptions resolved within one (1) week of notification. Failure to resolve contractual differences will lead to rejection of the Offeror's proposal.

The District reserves the right to modify the Contract to be consistent with the successful offer and to negotiate with the successful Offeror other modifications, if no such modifications affect the evaluation criteria set forth herein, or give the successful Offeror a competitive advantage.

4.5 Conflict of Interest

If an Offeror has any existing client relationship that involves the Houston County School District, the Offeror must disclose each relationship.

4.6 Compliance with Laws

The Contractor will comply with all State and Federal laws, rules, and regulations.

4.7 Evidence of Insurance

a) The successful Vendor, at its expense, shall carry and maintain in full force at all times during the term of the contract resulting from this RFP the following insurance:

Coverage Limits of Liability

$2,000,000 aggregate

$2,000,000 aggregate

$2,000,000 aggregate

b) Prior to commencement of performance of this Agreement, Contractor shall furnish to HCSD a certificate of liability insurance evidencing all required coverage in at least the limits required herein, naming the Houston County School District, its elected officials, agents, and employees as additional insured under the Comprehensive General Liability coverage, and providing that no policies may be cancelled without ten (10) days advance written notice to the District. Such certificate shall be issued to: Houston County School District.

c) Said policies shall remain in full force and effect until the expiration of the terms of the contract or until completion of all duties to be performed hereunder by the Contractor, whichever shall occur later.

4.8 The Vendor shall be responsible for the protection of HCSD premises and property and will be held liable for any damages caused by the Vendor, Vendor’s employee(s) or Vendor’s agent(s) during the execution of purchase orders or contracts resulting from this RFP.

4.9 A. The Vendor does hereby indemnify and shall hold harmless Houston County School District, it’s Board members, employees, agents, and servants (each of the forgoing being hereafter referred to individually as “Indemnified Party”) against all claims, demands, causes of actions, actions, judgments or other liability including attorney’s fees (other than liability solely the fault of the Indemnified Party) arising out of, resulting from or in connection with the Vendor’s performance or failure to perform this agreement, including but not limited to:

(1) All injuries or death to persons or damage to property, including theft.

(2) Vendor’s failure to perform all obligations owed to the Vendor’s employees including any claim the Vendor’s employees might have or make for privilege, compensation or benefits under any HCSD benefit plan.

(3) Any and all sums that are due and owing to the Internal Revenue Service for withholding FICA, and unemployment or other State and Federal taxes.

B. The Vendor’s obligation to indemnify the Indemnified Party will survive the expiration or termination of this agreement.

4.10 Charges and Extras Proposals shall define all pricing, and all pricing must remain firm for each year that the contract is in effect. When stating equipment pricing at minimum the stated price shall be F.O.B. destination to include all charges for delivery, unloading, placing in our buildings as directed by the authorities in the buildings, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, costs of bonds and any other cost. Any additional work, such as installation shall be clearly stated in the proposal.

4.11 Criminal History Background Checks

Contractors awarded contracts resulting from this solicitation shall ensure prior to the onset of the contract, that criminal history background checks are performed on all employees assigned to perform services under the contract. The Contractor shall be notified in writing of HCSD intent to award a contract, and shall proceed at that time, with obtaining criminal history background checks for employees. If the criminal history summary report reveals any felony convictions or no final disposition for a charge, the HCSD shall determine if the Contractor’s employee is eligible/ineligible to perform services in HCSD. Contractors shall not employ for the services of HCSD, any person who does not pass the criminal history summary background check, as determined by the HCSD.

The Contractor shall ensure that all persons hired to perform services for this contract after the contract has begun, shall undergo a criminal history background check, and be deemed eligible to perform services for HCSD, as determined by the HCSD. This shall be done prior to the employee starting work.

Note: The Contractor must provide this documentation to the Houston County School District upon request at any time during the term of this contract.

4.12 Remedy for Non-Performance

Remedy For Non-Performance - In the event that either the vendor or HCSD defaults in the performance of any obligation specified in the contract, the non-defaulting party shall notify the other party in writing and may suspend the contract, in whole or in part, pending remedy of the default. If such default is not remedied within fifteen (15) days from the date of receipt of such notice or if the other party is diligently attempting to cure such default but is unable to cure such default within thirty (30) days from the date of receipt of such notice, then the non-defaulting party shall have the right to terminate the contract immediately by providing written notice of termination to the other party.

Appendix A Certification Letter

(Form must be completed and returned with bid.)

I certify that I have read and understand the terms and conditions herein except as stated below. I further state that I am and/or my company is capable, able to, and will provide the requested products and/or service described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this RFP, I/we guarantee and certify that all items included in my bid meet or exceed specifications.

I certify and acknowledge that the laws of the State of Georgia, including the Georgia Open Records Act, require procurement records and other records to be made public unless otherwise provided by law.

I certify that this quotation is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a quotation for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the quotation and certify that I am authorized to sign this quotation for the Contractor.

SUBMITTED BY___________________________________ DATE _____________________

TITLE____________________________________EMAIL: ____________________________

COMPANY NAME_____________________________________________________________

ADDRESS_______________________________CITY______________ST_____ZIP________

TELEPHONE NUMBER____________________FAX NUMBER________________________

COMPANY WEBSITE _________________________________________________________

SIGNATURE _________________________________________________________________

Appendix B

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Houston County School District has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 20__ in ____________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,20__.

NOTARY PUBLIC

My Commission Expires:

Appendix C

Certificate Regarding Debarment, Suspension, Ineligibility

The Houston County School District is a recipient of Federal monies. As such, we require that participating vendors not be debarred, suspended, ineligible or excluded from doing business with the Federal government or any agency thereof.

The prospective participant certifies, by submission of the proposal, that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from participation in this transaction by any Federal department or agency.

Organization Name

Name(s) and Title(s) of Authorized Representative(s)

Signature(s) Date

Appendix D

DISTRICT STANDARD CONTRACT

SAMPLE CONTRACT

CONTRACT

This writing shall constitute the entire agreement between the Houston County School District, and _(VENDOR)_________________________________.

AGREEMENT: The Houston County School District agrees to the services provided by (VENDOR)_as listed herein and as modified from time to time. This agreement supersedes any purchase order issued in the course of executing this agreement. (VENDOR)_ agrees to provide the services and equipment listed herein in accordance with the terms and conditions herein and certifies that such services and equipment is as proposed in Houston County School District RFP # 25-019_. This agreement may be modified only by written agreement and not by course of performance. This agreement becomes effective on _ _____ or on the day it is signed by all parties, whichever is later and will continue as indicated below.

DEFINITIONS: The meanings of the words below as used herein are defined as follows.

A. "District” as used herein means the Houston County School District, a political sub-division of the State of Georgia.

B. “Vendor or Contractor” as used herein means the company that will be awarded the contract.

LAW: The laws of the State of Georgia shall prevail in all matters concerning this contract.

TERM: Code section 20-2-506 of the laws of the State of Georgia as of this date and as may be amended apply to this agreement. In addition to other requirements, the following are specifically enumerated.

A. This contract will terminate absolutely and without further obligation on the part of the School District at the close of each calendar year. Unless the Board votes to cancel or non-renew, the contract will automatically renew at the end of each calendar year for a successive calendar year. The total contract periods shall not exceed 60 months ending _____________, except as provided herein.

B. This contract may be extended for no more than 3 months immediately following the expiring contract year.

TERMINATION:

A. The Houston County School District may terminate this contract in accordance with O.C.G.A. 20-2-506.

B. The Houston County School District may terminate this contract for non-performance of Contractor in any material respect and at the close of each calendar year by giving not less than 60 days notice to contractor.

C. The Contractor may terminate this contract for non-performance of the District in any material respect or at the close of each calendar year by giving written notice to the District not less than 60 days prior to termination.

D. The Contractor and the Houston County School District may mutually agree to terminate this contract at any time.

E. Upon total termination of this contract due to any reason, the District shall only be liable for the cost of unpaid past service periods. This District will release all equipment provided by this contract.

F. This contract will terminate absolutely and immediately at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of this contract.

G. In the event of termination at the end of any calendar year period, the District shall only be liable for the cost of unpaid past service periods.

PRICE:

To be completed after proposal evaluation.

TAXES:

A. The Contractor shall be responsible for all taxes and fees and shall pay all taxes and fees brought about by this agreement.

B. The District shall provide the Contractor with a Sales & Use Tax Exemption Form.

INDEMNITY: To the extent permitted by law:

A. The parties to this Agreement will indemnify, defend and hold each other harmless from all losses, damages, claims, suits and actions (including court costs and reasonable attorney's fees) ("claims") arising out of any breach of this Agreement except to the extent caused by the negligence or intentional acts or omissions of the other.

B. The District shall not be required to insure the equipment provided under this contract from loss.

C. The District shall not be responsible for loss or damage to equipment.

ASSIGNMENT:

A. The Contractor shall not sell, assign, or transfer this agreement without the written consent of the District.

Houston County School District

Offeror_______________________

Name

Name

Title

Signature

Date

Date

Appendix E

FINANCIAL PROPOSAL FORM

RFP #25-019

Purchase of Black Digital Copiers (NEW Only) – Approximate of 150 Multiple Copiers may be proposed; a separate Financial Proposal Form must be submitted for each copier.

Make/Model of Unit proposed:____________________________________________________ Cost per Machine: ______________________________________________________________ Monthly Maintenance fee per machine cost per copy: __________________________________

Post sheet inserter option: _________________________________________________________

Fax option: ____________________________________________________________________

Staples cost: ___________________________________________________________________

Install Date ARO: _______________________________________________________________

Can purchase be made via credit card? ______________________________________________ Can monthly maintenance be made via credit card?____________________________________ Credit card fee: ________________________________________________________________

Company Name:_______________________________________________________________

Company Address: _____________________________________________________________

Company Phone/Fax #:__________________________________________________________

Signature of Offeror: ____________________________________________________________

Printed Name of Above: _________________________________________________________ Appendix F

FINANCIAL PROPOSAL

RFP #25-019

Purchase of Color Digital Copier (New only) – Approximate of 20 Multiple Copiers may be proposed; a separate Financial Proposal Form must be submitted for each copier.

Make/Model of Unit proposed: ____________________________________________________

Cost per Machine: _____________________________________________________________

Post sheet inserter option: ________________________________________________________

Fax option: ____________________________________________________________________

Monthly Maintenance fee per machine cost per copy: ___________________________________

Staples cost: ___________________________________________________________________ Install Date ARO: _______________________________________________________________

Can purchase be made via credit card? ______________________________________________ Can monthly maintenance be made via credit card?____________________________________ Credit card fee: ________________________________________________________________

Company Name:_______________________________________________________________

Company Address: _____________________________________________________________

Company Phone/Fax #:__________________________________________________________

Signature of Offeror: ___________________________________________________________

Printed Name of Above: _________________________________________________________ Appendix G Non-Collusion Affidavit

(Form must be completed and returned with submission.)

Houston County School District C/O HCSD, Perry, GA 31069

I state that I am ____________________________ of ____________________________________

Name of Vendor And that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal and I state that this proposal is made in good faith.

I state that:

1. The price(s) and amounts of this proposal have been arrived at independently and without consultation, communication or agreement with any other Vendor, Offeror, or potential Offeror; neither the approximate price(s) have been disclosed nor will they be disclosed before proposal opening to any other Vendor, Offeror or potential Offeror.

2. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a financial proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complimentary proposal.

__________________________________________________, its affiliates, subsidiaries, officers, Name of Vendor Directors and employees are not currently under investigation by any government agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to submitting a proposal on any public contract.

I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the HCSD of the true facts relating to submission of proposals for this contract.

Name/Date

Title or Position

ATTACHMENT A

Estimated copy counts for 4-year period per location

ATTACHMENT B

Schools/Programs - Locations

Houston County School District

1100 Main Street, Perry Georgia 31069

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