3-26019KLP Multi-function Devices and Related Products and Services.doc

Clark County School District

Las Vegas, Nevada

MULTI-FUNCTION DEVICES AND RELATED PRODUCTS AND SERVICES

RFP 26019KLP

This RFP consists of 26 pages

Revision Date 9/26/25 RFP due date: November 6, 2025 at 1:00 p.m.

Questions due by: October 9, 2025

Table of Contents

RFP 26019KLP

Part 1 Overview of the Project

Part 2 Interpretation

Part 3 Schedule and Submittal Instructions

Part 4 Proposal Presentation and Response Part 5 Scope of Work and Technical Requirements Part 6 Proposal Evaluation and Award Part 7 Special Conditions Part 8 General Conditions Part 9 Definitions and Acronyms Part 10 Agreement Part 11 Submittal Forms – Provided as separate documents at:

https://ccsd.bonfirehub.com Proposal Submittal Form

Public Disclosure Form

Customer Reference Form

Supplier Federal 2 CFR 200 Certifications Form

Supplier Application/Update Form

W-9

Supplier Contact List Designation Form

Attachment A – Cost Proposal

Attachment B – Axia Cooperative National Cooperative Purchasing Program Part 1: Overview of Project The Clark County School District, herein referred to as District, is accepting proposals for a comprehensive offering of Multi-Function Devices and Related Products and Services. Respondents are encouraged to propose product and service offerings that cover one or more manufacturers to provide a broad offering for the District and, via the Axia Cooperative purchasing program, public agencies across the country.

Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.

The District has entered into an agreement with Axia Cooperative to facilitate the Request for Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s). Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.

While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $30,000,000 – $50,000,000. Please see Attachment B for more information regarding the Axia Cooperative purchasing program.

Part 2: Interpretation

All questions about this Request for Proposal must be submitted electronically Euna Procurement (formerly named Bonfire)) at https://ccsd.bonfirehub.com on or before the required due date. Answers to the questions will be provided to all Plan Holders of the RFP in Euna Procurement in accordance with the RFP schedule of events.

Any deviation from this policy or attempt to directly contact or influence any Clark County School District employees or his/her representatives may result in disqualification of the Respondent. Any oral communications will be considered unofficial and non-binding on the District.

Part 3: Schedule and Submittal Instructions Schedule of Events:

3.1 Cancellation: The District reserves the right to cancel this RFP, in whole or in part, at any time during the solicitation process and prior to the RFP due date. This solicitation of proposals does not obligate the District to award a contract, nor does any liability attach to the District for the issuance of this document.

3.2 Collusion: Any evidence of agreement or collusion among Respondents and prospective Respondents acting to restrain freedom of competition by agreement to bid a fixed price or otherwise, shall render the proposals of such Respondents void.

3.3 Cooling Off Period: Per District Regulation 4371, the District may not enter into any contract, agreement, or consulting arrangement directly or indirectly, with any employee or former employee for a period of one year from the date of termination of employment other than as a member of a bargaining unit, or as a substitute employee, unless (1) there is full disclosure of the nature and extent of the employee’s or former employee’s interest in the matter, and (2) the contract is noticed and acted upon in an open session before the Board of School Trustees and approved by a majority of the Board of School Trustees.

The Respondent is hereby put on notice, by this condition, that it is his/her responsibility to disclose any relationship or affinity with a Board of School Trustee or an authorizing official in writing to the Director of Purchasing and Warehousing. Failure to properly disclose a relationship shall result in termination of the purchase contract and may jeopardize the Respondent’s future business dealings with the District.

3.4 Cost to Prepare and Submit Responses: All costs incurred in the preparation and submission of responses to the RFP shall be the responsibility of the Respondent.

3.5 Disclosure: Advance disclosures of any information to any particular Respondent, which gives that particular Respondent any advantage over any other interested Respondent in advance of the opening of the bids, made or permitted by a member of the District or an employee or representative thereof, shall void all proposals of that particular bid solicitation or request.

3.6 Interpretations, Corrections and/or Changes: Any interpretation(s), correction(s), or change(s) to this RFP will be made by Addenda. Interpretations, corrections or changes to this RFP made in any other manner will not be binding and Respondent(s) shall not rely upon such interpretations, corrections or changes. Addenda will be available in Euna Procurement (formerly named Bonfire) at https://ccsd.bonfirehub.com. It is the responsibility of the Respondent, prior to submitting a response to the RFP, to determine whether all addenda have been received and are included in the RFP response.

3.7 Issues/Complaints Regarding Requirements and Specifications: Any Plan Holder may submit complaints to the Buyer I prior to responding to the RFP if the Plan Holder believes the RFP unduly constrains competition or contains criteria that are inadequate or improper. The complaint must be on or prior to the deadline for submission of questions as indicated in the Schedule of Events. The District reserves the right to modify requirements, support specifications, or both. Should the Plan Holder complaint identify a justifiable change(s), an addendum detailing the modifications shall be released. Issues/complaints shall be submitted in writing and addressed to the appropriate Buyer I as defined on the front page of this document.

3.8 Late Proposals: Proposals received after the due date and time will not be considered and will be returned unopened to the sender. Regardless of the method used for delivery, Respondents shall be wholly responsible for the timely delivery of submitted proposals.

3.9 Preparation: Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capacities to satisfy the requirements of the RFP. Expensive bindings, color displays, promotional materials, etc., are not necessary or desired. Emphasis should concentrate on conformance to the RFP instructions, responsiveness to RFP requirements, and on completeness and clarity of content. All proposals and accompanying documents become the property of the District.

3.10 Prompt Payment Discount: Prompt payment discount shall be defined as the amount of discount offered by the Respondent to the District if payment is made within a specified time frame. Terms of payment or cash discounts that require payment in less than 15 calendar days shall not be considered in the proposal evaluation.

3.11 Proposal Modification/Open Offer: Proposals may be modified or withdrawn prior to the established opening date by delivering written notice to the Director of Purchasing. Proposals which are not withdrawn before opening shall be considered firm for a minimum of 120 calendar days after the date of proposal opening in order to allow the District to evaluate and consider award. Respondents may submit proposals any time prior to opening date and time. Proposals must be received in their entirety by the deadline for submission and the opening date noted above.

Should a Respondent recommended for award withdraw their proposal, or if an awarded Respondent should breach the contract, that Respondent may be deemed non-responsible for a period of up to two (2) years.

3.12 Proposal Opening: Proposal information shall not become public record until after an award recommendation has been made and posted publicly on Euna Procurement at https://ccsd.bonfirehub.com prior to the Board of School Trustees voting on the recommendation.

3.13 Proprietary Information: The District is a public entity as defined by state law and as such, it is subject to the Nevada Public Records Law (Chapter 239 of the Nevada Revised Statutes). Under that law, all of the District’s records are public records (unless otherwise declared by law to be confidential), and are subject to inspection and copying by any person. Respondents are advised that after an award recommendation has been made by the Director of Purchasing, the complete content of all proposals will become a public record and nothing contained in the proposal will be deemed to be confidential. Respondents should not include any information in its proposal that is proprietary in nature or that they would not want to be released to the public. Proposals should contain sufficient information to be evaluated without reference to any proprietary information.

3.14 Proposal Delivery Instructions: The District strongly prefers electronic proposal submission via Euna Procurement at https://ccsd.bonfirehub.com. Proposals will be evaluated using Euna Procurement. Any hard copy (including flash drives) proposals received will be uploaded into Euna Procurement. The District accepts no responsibility or liability for either the Respondent’s errors and/or omissions in its proposal or errors committed by District staff in uploading submissions to Euna Procurement.

For hard copy proposals, submit proposals and mark boxes/envelopes plainly as indicated below:

4212 Eucalyptus Avenue, Bldg. #7

Las Vegas, NV 89121 For: Multi-function Devices and Related Products and Services

3.15 Respondent’s Representation: Respondent is certifying that by submitting a proposal it has read and understands the proposal documents and that the proposal is made in accordance with all applicable laws.

3.16 Responsibility for Improper Identification or Submission: No responsibility will attach to the District, or any official or employee thereof, for the pre-opening of, post-opening of, or the failure to open a hard copy proposal not properly addressed and identified. Proposal delivery by facsimile and/or e-mail, IS NOT ALLOWED.

Part 4: Proposal Presentation and Response

4.0 General:

a. Faxed or emailed Responses are not acceptable.

b. Submitting a Response via Euna Procurement (formerly named Bonfire): The District strongly prefers electronic proposal submission via Euna Procurement. Respondent’s may register with Euna Procurement and access this RFP at https://ccsd.bonfirehub.com. Proposals will be evaluated using Euna Procurement. Any hard copy (including flash drives) proposals received will be uploaded into Euna Procurement by District staff. The District accepts no responsibility or liability for either the Respondent’s errors and/or omissions in its proposal or errors committed by District staff in uploading submissions to Euna Procurement.

c. Submitting a Hard Copy Response: If a Respondent chooses not to submit a Response via Euna Procurement, the Response must be mailed or delivered in a sealed envelope with the RFP number clearly displayed on the outside of the envelope.

1. Respondent must submit one original proposal response with cost information and a copy of the original response without cost information. Clearly label each response accordingly as “original” and “copy”. Label and index binders with appropriate section and sub-section numbers as referred to herein. Number each page individually and provide a table of contents.

and

2. Electronic Media Submission Requirements: Submit one flash drive complete with proposal response and cost information. Submit a second complete electronic version without cost information. Both electronic versions are to be submitted in either Microsoft Word or Adobe PDF. Submit as a single file as opposed to multiple files copied to the flash drive. Please affix a label to the flash drive which clearly identifies the name of the responding firm.

4.1 General Submittal Information: Respondent shall complete the following forms and submit the completed forms as part of its proposal. Forms are available as individual attachments in Euna Procurement.

a. Submittal Form

b. Disclosure Form

c. Customer References

d. Supplier Federal 2 CFR 200 Certifications Form

e. Supplier Application/Update Form

f. W-9

g. Supplier Contact List Designation Form

4.2 Respondent Experience and Personnel: The Respondent must include in the proposal a description of its company, including the organization’s experience and history with providing services to similar organizations. The Respondent shall provide the following information:

a. Historical background on individual or firm making proposal.

b. Description of the division of Respondent’s firm that provides these services.

c. List of individuals who will manage this project and his/her professional qualifications including resumes.

d. Detail your experience in the supply of Multi-Function Devices and Related Products and Services. Include the scope and structure of your distribution network nationally and/or regionally in Southern Nevada

e. Who are your national/corporate points of contact for sales, marketing, contract administration and monthly sales reporting?

f. Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.

g. Detail your national/regional product distribution network.

h. Detail your national/regional installation and service delivery network.

i. If applicable, detail your reseller and/or installation partner network, including which partner(s) would be involved in serving Clark County School District.

j. Provide a minimum of three references for which your firm has provided the same services (please include organization name, address, contact person, phone number, email address and dates of service). References from other public agencies are preferred.

k. Provide information regarding if your organization ever failed to complete any work awarded.

4.3 Contractor and Subcontractor Listing: Submit the names, addresses, phone numbers, and applicable licenses of all firms that will provide services in conjunction with the performance of this agreement.

4.4 Loss of Agreement and/or Inability to Fulfill Requirements: If the Respondent has had an agreement terminated, or has a pending termination, or a settlement to avoid litigation or termination for default during the past five years, all such incidents must be described. Termination for default is defined as notice to stop performance due to the Respondent’s non-performance or poor performance, and the issue was either: (a) not litigated; or (b) litigated and such litigation determined the Respondent to be in default.

a. The Respondent shall submit full details of all terminations for default, settlements, or pending terminations experienced in the past five years including the other party's name, address, and telephone number. The Respondent shall also present its position on the matter. The District shall evaluate the facts and, at its sole discretion, may reject the Respondent’s response if the facts discovered indicate that completion of an agreement resulting from this RFP may be jeopardized by selection of the Respondent.

b. If the Respondent has experienced no such settlement or terminations for default in the past five years, and it has no pending terminations, it must affirmatively declare so.

4.5 Scope of Work and Technical Response: Describe the approach to be taken including, but not limited to, how the project will be organized, number and types of staff involved.

a. Detail the comprehensive scope of Multi-Function Devices, Managed Print Services & Related Products that your company offers. At a minimum, please detail your product range in the following categories:

· Copiers

· Desktop Printers

· Laser Printers

· Scanners

· Wide-Format Printers

· Production Printers

· Consumables & Supplies

· Managed Print Services Your response should detail product lines (including available “private label” product lines) and manufacturers within each category, proposed sub-categories (if applicable) and total number of products in your catalog being made available (as well as a breakdown of number of available products within each category).

b. Describe your approach to initial equipment installation, setup and configuration. Include details about network integration and compliance with various IT requirements.

c. Describe your third-party system and network integration capabilities.

d. Describe your equipment/system user access control capabilities.

e. Are on-site equipment trial/demo programs available?

f. Describe your on-site and virtual customer training capabilities, including initial and ongoing trainings. Are there additional costs for these trainings?

g. Detail your equipment maintenance services capabilities. Include details about repair, parts replacement, cleaning software upkeep, etc.

h. Describe your equipment warranty programs, performance and service guarantees for each proposed category.

i. What are your guaranteed service coverage hours and service call response times?

j. Are any additional manufacturer agreements and/or terms & conditions required for Clark County School District and/or Axia Cooperative participating agencies to buy, lease and/or finance equipment? If so, please provide those.

k. What equipment fleet uptime do you guarantee for each proposed category?

l. What is the expected turnaround time for an on-site service call?

m. What is your policy for problem escalation?

n. What model do you propose for calculating service charges (Cost-Per-Impression / Cost-Per-Copy / Monthly Minimum / Time and Materials, etc.)? What is included in your service rates?

o. Is leasing available? If so, please detail how your proposed leasing program(s) work, including pricing methodology relative to the proposed pricing for each item, details of any third parties and proposed leasing agreements that may be used by Clark County School District and/or other participating agencies of the Axia Cooperative purchasing program. Please also provide available leasing terms (36 months, 48 months, 60 months, etc.).

p. Is financing available? If so, please detail how your proposed financing program(s) work, including pricing methodology relative to the proposed pricing for each item, details of any third parties and proposed financing agreements that may be used by Clark County School District and/or other participating agencies of the Axia Cooperative purchasing program. Please also provide available leasing terms (36 months, 48 months, 60 months, etc.).

q. Is equipment rental available? If so, please detail how your proposed rental program(s) work.

r. Do you offer equipment buy-back and/or trade-in programs? If so, please describe how those programs work.

s. Describe equipment moving / relocation services, including dismantling, packing, transporting and re-installing equipment.

t. Detail any value-added services and programs that may complement the comprehensive Multi-Function Devices, Managed Print Services & Related Products offering. Such offerings may include (but are not necessarily limited to):

· Machine swap / replacement programs

· Online ordering capabilities, including (but not necessarily limited to):

· eCommerce platform capabilities

· Availability of mobile websites and/or mobile apps

· Online order tracking and order history

· Availability of contract pricing through the proposed online system

· Ability to accept pCards, etc.

· Ability to manage and restrict access to the proposed online system

· Ability to view product data, such as technical information, illustrations, Material Safety Data Sheets (MSDS)

· Ability to save “favorite” products or curate personal lists

· Detail of security protocols to ensure customer data is safe, such as data storage and data transfer techniques

· Software punchout interface capabilities

· Inventory management solutions, such as on-site management, vending machines, mobile service, etc.

· Small business partnership programs, such as local fulfillment and/or service partners

· Training & Education

· Consulting services

· Green / Sustainable programs, such as recycling programs, company policies, product certifications, staff and/or company certifications, sustainable distribution practices, etc.

· Installation services

· Repair/maintenance services

· Customer support services

· Rebate/incentive programs

· Other services Include details as to how these proposed services/programs would be rolled out to Clark County School District and/or other participating agencies through the Axia Cooperative purchasing program.

u. Demonstrate your commitment to leverage the Axia Cooperative purchasing program to make the resulting contract available to public agencies across the country. Include details about your firm’s ability to:

· Market the agreement to public agencies nationally

· Educate your firm’s sales staff about the cooperative purchasing program

· Connect your sellers with the Axia team to pursue joint selling efforts

· Connect with customer decision makers

· Track sales and report back to Axia Cooperative

v. What specific steps will your company take to train and equip their account managers to sell the program on a national basis?

w. How many sellers are dedicated to selling and supporting Multi-Function Devices, Managed Print Services & Related Products to the local government market?

x. Will you establish national sales goals for public agency adoption of the cooperative agreement?

y. Who will be your management contact responsible for the success of the cooperative program on a national basis?

z. What tools will you utilize to track opportunities and hold sellers accountable?

aa. Describe all methods of accepting orders (online, apps, phone, email, in-person, etc.).

ab. Describe your available invoicing processes.

ac. Describe your customer issue resolution process. Include details of various problems that may arise, such as invoicing disputes and receipt of incorrect damaged items. Also detail customer service escalation procedures.

ad. Describe performance measures for product delivery and service.

ae. Describe what happens when an item is out of stock and a customer wants to order that item.

af. Complete and sign the Federal Funds Certification included in Attachment B, Exhibit C.

ag. Please review the Sample Axia Cooperative Administration Agreement in Attachment B, Exhibit D. Note any questions, concerns and/or proposed exceptions.

ah. If your business intends to conduct business in the State of New Jersey, download, complete and sign the forms found in the “Vendor Forms Required for All Proposal Submissions” at https://www.nj.gov/treasury/purchase/forms.shtml#eo134.

4.6 Cost Proposal: Provide the following cost information:

a. Utilizing the template provided in Attachment A (Cost Proposal), provide a comprehensive pricing methodology for all proposed products, solutions and services.

b. If applicable, all equipage, parts, etc. are to be included F.O.B. destination and freight shall be included in the price of the item.

c. Is all pricing, for Clark County School District and all other participating agencies of the Axia Cooperative purchasing program, inclusive of delivery and/or tariff fees? If so, detail how this will impact pricing, accounting for your distribution network and your ability to make deliveries nationwide (including to rural and smaller agencies). If tariff fees are included and if/when the tariff is reduced or removed, the awarded Supplier shall initiate a reduction in line with the percentage of the tariff’s reduction. If the tariff is abated, the awarded Supplier shall initiate a reduction in line with the non-tariff price.

d. Describe your pricing methodology. Do you utilize a discount off of list model, “web” pricing minus discount model, etc.?

e. Describe how and how often the pricing documents are updated. Detail items and/or categories that may be updated more often than others.

f. Detail how market conditions impact pricing and propose how you plan to account for such changes. Can pricing adjustments be audited and tracked with an index or other calculation?

g. Describe any regional and/or individual custom pricing lists that may be available to participating agencies of the Axia Cooperative purchasing program. Detail how this kind of program can be extended to one or more participating public agencies, the number of items that can be made available through such a program, how and how often the list is updated, limitations based on the type and size of the participating agency, etc.

h. Describe if and how volume discounts may be applied for certain orders.

4.8 Verbal Presentation/Oral Interviews: The District reserves the right to require any or all Respondent(s) to either make a presentation that illustrates its abilities relative to this effort and/or attend an interview session to gauge its suitability to provide services for this project. If so requested, the Respondent(s) shall make its personnel available within ten calendar days of request. No cost allowance shall be permitted for this requirement.

4.9 Additional Information: Respondent(s) may provide additional information that is relevant to this proposal for consideration. Additional information response shall be limited to two pages or less.

Part 5: Scope of Work and Technical Requirements

5.1 General:

It is the intent of Clark County School District to establish one or more contracts for Multi-Function Devices and Related Products and Related Services. Supplier(s) should be able to provide a comprehensive offering to include:

· Multi-Function Devices

· Copiers

· Desktop Printers

· Laser Printers

· Scanners

· Wide-Format Printers

· Production Printers

· Consumables and Supplies

· Toner

· Ink

· Staples

· Drums

· Ribbon

· Maintenance kits

· Other supplies

· Related Services

· Device monitoring

· Policy management

· Network & queue management

· Automated Meter Reading

· Output and automation solutions

· Workflow improvement solutions

· Reporting

· Project management

· Change management

· External device integration

· Existing software/system integrations

· Maintenance and Support Services

· Preventative maintenance

· Technical support

· Software updates

· Parts and supplies delivery and installation

· Issue resolution

· Device disposal and data destruction

· Other related products and services

5.2 New Equipment: Supplier(s) are expected to provide new equipment with existing equipment to be removed as needed.

5.3 Loaner Equipment: Supplier(s) shall provide loaner units at no charge for equipment out of service longer than 16 consecutive business hours. Loaner equipment shall offer substantially similar or better capabilities with guaranteed delivery time at no additional cost.

5.4 Replacement Equipment: If devices cannot be properly repaired to manufacturer’s specifications, as described in this agreement and as expected, Supplier(s) shall provide, a replacement unit at no additional cost. Replacement equipment shall include substantially similar or greater capabilities. If equipment requiring replacement is within the first two years of installation, the replacement unit shall be new. If more than two years have passed since installation of the equipment requiring replacement, the Supplier(s) may provide replacement equipment that is other than new.

5.5 Replacement Parts: Defective parts may only be replaced by new OEM parts. Refurbished, remanufactured or surplus parts shall be used without written authorization of the District.

5.6 Print Management Software: Supplier(s) shall provide a robust, user-friendly print management solution that can be deployed throughout the organization.

5.7 Delivery and Installation: Cost for all handling, packing, transport, insurance, removal and installation and return charges shall be the responsibility of the Supplier(s). Supplier(s) shall conduct necessary software installation and configuration, in compliance with the District’s technology standards, as part of each installation.

Supplier(s) shall provide de-installation (packing and handling) and removal of devices, including providing plan to coordinate these services, at no additional cost. Supplier(s) shall perform all installations and will verify proper operation of all equipment. Delivery shall be coordinated with prior approval from designated staff from the District.

5.8 Changes/Moves: Supplier(s) shall provide equipment relocation services, including dismantling, packing, transporting and re-installing equipment. Pricing for these services may take the following into account:

· Distance from original placement of device

· Whether the new location is within the same building

· Whether the new location is within the same city/area from building in which device was originally placed 5.9 Lease Programs: Equipment leases plans shall include full maintenance, all parts, including but not limited to, drums, and all supplies including toner, developer, and staple wire, excluding paper. Lease terms shall be effective on the date the equipment is delivered, installed configured and accepted as ready for use. Automatic renewals of the lease agreement are prohibited. Renewal of existing leases must be approved by the District in writing. Leases may be cancelled by the District, in part or in whole, for nonperformance or if funding is withdrawn, without penalty. Lease agreements not explicitly defined in this contract shall not be utilized without written consent from the District.

5.10 Financing: Financing agreements not explicitly defined in this contract shall not be utilized without written consent from the District.

5.11 Equipment Rental: Rental agreements not explicitly defined in this contract shall not be utilized without written consent from the District.

5.12 Service and Maintenance: The Supplier(s) shall have the capability to provide regularly scheduled and as-needed support and maintenance services. All services performed shall be performed by qualified technicians properly authorized and/or certified by the manufacturer of the equipment and/or software. The District reserves the right to require proof of certification at any time. The Supplier(s) shall provide a toll‐free number for service requests.

Response to requests for service shall be made within 4 working hours of notification by the District during normal working hours of each ordering facility Monday through Friday, excluding District holidays.

Preventative/scheduled maintenance shall be based on the specific needs of individual machines as determined by the Manufacturer. The Supplier(s) shall schedule regular preventative maintenance as determined by the District. Scheduled maintenance calls will not be considered downtime.

Scheduled maintenance calls shall include, but not be limited to, routine cleaning, lubrication, necessary adjustments, and replacement of unserviceable parts. Preventative/scheduled maintenance shall be performed in accordance with the manufacturer's recommendations.

Full maintenance shall be included in the charge for all leased equipment and made available for equipment purchased outright. Full maintenance shall include preventative maintenance, all parts including, but not limited to, drums, and labor.

5.13 Repairs: Repairs shall be completed within 12 working hours from first notification. Supplier(s) should maintain a local facility with parts stocked to meet this requirement. If the Supplier is unable to fully restore device to proper working order the entire monthly cost of the device will be credited to the appropriate OPS account affected by the outage.

5.14 Service Logs: A service log shall be included with all leased, purchased and rented equipment. Make, model number, and date of installation shall be recorded by the Supplier(s). The log shall list:

· Date and time of requested service

· Designated issue

· Response time

· Downtime

· Time needed for repairs

· Identified cause for issue

· Resolution

· Name & signature of servicing representative

Preventative maintenance performed shall also be documented in this log.

5.15 Current Environment for Clark County School District: The District has 374 school programs in 346 CCSD Facilities on 338 CCSD Campuses. The District has approximately 190 departments. The District’s Construction Management Department maintains 375 buildings. The District has 4,858 installed copiers. Copiers that are ordered prior to the award of this RFP may be maintained through the District’s prior contracted supplier.

Part 6: Proposal Evaluation and Award

6.1 Proposal Evaluation: To determine its accuracy, the District may investigate the information supplied by Respondents. By supplying a reference or customer list, the Respondent gives the District permission to contact any or all firms listed for information about the Respondent and understands that such information may be used in the evaluation.

An evaluation committee will review the proposals and determine the best proposal based on evaluation criteria such as:

a. Respondent’s experience and success in conducting similar Work.

b. Adequacy of resources, including personnel, facilities, equipment, financial stability, and other related factors.

c. Technical approach and the Respondent’s grasp of the project as shown by the depth, breadth, and clarity of the proposal.

d. Management and planning: The quality of procedures and organizational structures proposed for completion of the Work.

e. Timeliness of services.

f. Cost.

g. Ability and willingness to transact purchase orders and invoices on SAP Business Network (Ariba)

h. Other as permitted by NRS 332.065.

6.2 Rejection of Proposals: The District reserves the right to reject any and all proposals received, or any part thereof. Proposals may be rejected for any of, but not limited to, the following causes:

a. Proposal lacks signature by an authorized representative of the Respondent.

b. Failure to submit the proposal response prior to the specified opening date and time.

c. Failure to submit bonding, or surety as required by the proposal document.

d. Evidence of collusion among Respondents.

e. Failure to meet the terms and conditions as specified in the Request for Proposal document.

f. The evidence submitted by the Respondent leads the District to believe that the Respondent will be unable to carry out the obligations of the Agreement and complete the Work described.

g. The District's investigation determines that the Respondent is not qualified to meet obligations of the Agreement and complete the Work described.

h. Cost of services exceeds budgetary constraints.

6.3 Proposal Negotiations: Respondents are directed to submit its best and final cost offer in its response. The District may, at its sole option, open negotiations with responsive Respondents after submission of proposals and prior to award. The District specifically reserves the right to award without negotiations based upon written proposals only.

6.4 Method of Award: The District reserves the right to waive any minor informalities or irregularities in proposals and/or Agreements in the District's best interests. The District reserves the right to award an Agreement on the basis of individual Scope of Work elements, or groups of elements, or all elements to a single Supplier. Taking into consideration the specified evaluation criteria, the District will select the Respondents whose proposal is most advantageous to the District. Contractual commitments are contingent upon the availability of funds as evidenced by the issuance of a purchase order. All Agreements are subject to the approval of the District's legal counsel and the Board of Trustees prior to execution. Once awarded, the Agreement will be the final expression of the Agreement between the parties and may not be altered, changed, or amended except by mutual Agreement, in writing.

If deemed to be in the District’s best interests, the District reserves the right to award multiple Contracts as a result of the solicitation process.

6.5 Protests: Any Respondent who is allegedly aggrieved in connection with the solicitation or the award recommendation may protest. The protest must be submitted in writing to the Director of Purchasing and Warehousing, within seven calendar days after the recommendation has been made to the public by posting the recommendation on Euna Procurement (formerly named Bonfire). The following criteria must be observed.

a. Protest letter(s) shall be addressed to the Office of the Director of Purchasing and Warehousing and must be sent via Certified U.S. Mail, FedEx, or other means directly to 4212 Eucalyptus Avenue, Bldg. #7, Las Vegas, NV 89121. The protest letter shall also be sent via facsimile to (702) 799-5018.

b. All criteria for the protest must be in writing and disclosed in the protest letter.

c. An impartial Purchasing Administrator will issue a written response which will be sent to the Protestor prior to any additional action taking place on the award recommendation.

d. If the Protestor wishes to appeal the decision rendered by the impartial Purchasing Administrator it may do so by submitting a letter to the Director of Purchasing and Warehousing (following the initial criteria), which succinctly states why it believes the initial decision was erroneous. The appeal must be submitted at least three full calendar days prior to the scheduled Board meeting.

e. The Director of Purchasing and Warehousing shall examine the merits of the protest and may either schedule a meeting with the Protestor and/or issue a written response declaring whether or not the protest will be upheld, or if the recommendation shall be presented to the Board of School Trustees for its consideration. If this response cannot be sent prior to the scheduled Board meeting, the Director shall postpone presenting the recommendation to the Board.

The decision of the Board shall be final. The Board need not consider protests unless this procedure is followed. A protest lodged after award by the Board of Trustees shall not be considered.

Part 7: Special Conditions

7.1 Bid Security: This section intentionally omitted.

7.2 Performance Bond: This section intentionally omitted.

7.3 Expenses: In the event that the District agrees to pay for any of the Supplier’s expenses directly related to this Work, the following parameters shall apply: no overhead, and/or profit shall be permitted. Supplier shall only receive reimbursement in amounts that are consistent with applicable travel guidelines established by the District policy, regulations, and procedures for its own employees and Suppliers. Reports of expenses shall be submitted on an approved form along with invoices for all itemized charges.

7.4 Insurance: The Supplier shall be responsible for maintaining insurance coverage in force for the life of the Agreement. The insurance company(ies) must have an A.M. Best rating of A- VI or better and be licensed to write such insurance in the State of Nevada. Prior to commencement of services, provide the District adequate insurance documents confirming coverage. The insurance carrier shall give the District a thirty-day written advance notice of any termination, expiration, or any and all changes in coverage. Deductibles and self-insurance retentions shall be declared in the Insurance documents. All deductibles and retentions are the sole responsibility of the Supplier to pay.

Insurance documents shall verify the following coverages:

a. Statutory Workers Compensation, and Employers Liability, with limits no less than $1 million, and providing Clark County School District with a waiver of subrogation.

b. Commercial General Liability Insurance, including contractual liability, in accordance with the indemnification requirements in paragraph 8.15, and including bodily injury, personal injury, and property damage, with limits of at least $1,000,000 per occurrence. Coverage shall be Primary and Non-contributory. The general liability insurance shall name the Clark County School District as an additional insured and extend to Products/Completed Operations in addition to Ongoing work.

c. Professional Liability (Errors and Omissions) with minimum limits of at least $1,000,000 per occurrence. The insurance required above may be provided under primary policies or by a combination of primary and excess policies.

d. Commercial Automobile Liability Insurance, in accordance with the indemnification requirements in paragraph 8.15, and including passenger liability, with limits of at least $1,000,000 per occurrence. Coverage shall extend to all Owned, Non-Owned or Hired Auto.

e. Cyber Liability with minimum amounts of at least $1,000,000 per occurrence for claims involving privacy violations, information theft, intentional and/or unintentional release and/or extortion.

Reference your insurance documents to the Clark County School District, Attention: Purchasing Department, 4212 Eucalyptus Avenue, Bldg. #7, Las Vegas, NV 89121, and indicate the project name and RFP number.

7.5 Penalties for Untimely Performance: Untimely performance is defined as the late completion and delivery of any deliverable identified in this RFP. The final negotiated schedule shall be the barometer for measuring timely performance. The District reserves the right to deduct an amount not to exceed 1% per day of the lump sum cost of any deliverable after the Work becomes late by five calendar days.

7.6 Price Changes: Prices shall be fixed for the first and second contract years. Thereafter, commencing on the anniversary date of the third contract year, the District may adjust the rates by using the Bureau of Labor Statistics Consumer Price Index – Urban Wage Earners and Clerical Workers for the west urban area, all items (Based period 1982-84=100) for the previous year, providing the Supplier has complied with the terms and conditions of the contract and has brought forth a proper written request.

7.7 Term of Agreement: The initial term of this agreement shall be for 1 (one) year. Thereafter the District reserves the right to continue the life of the contract period by up to 6 (six) one-year periods if the contract is performed to the District’s satisfaction.

7.8 Vested Interest: The Supplier(s) chosen for this Work cannot receive any benefits (directly or indirectly), or be party to other agreements that may emanate from recommendations, contracting actions, and or activities related to this effort. The only benefit that the Supplier can derive from this project is payment for the identified Scope of Work and optional tasks contained herein including identified deliverables in the Supplier’s initial proposal response and subsequent additions to the Scope of Work authorized by the District.

7.9 Warranty: Supplier warrants that the Work shall be performed with the degree of skill, care, and judgment customarily accepted as sound and quality practice and procedure. Supplier further warrants that the Work fulfills the requirements and intent of the entire contractual Agreement inclusive of the Supplier’s proposal response. If the Work fails to meet the aforementioned criteria and/or is in the judgment of the District to be inadequate, the Supplier shall re-perform the Work or portion that is unsatisfactory. The Supplier shall be liable for all costs and expenses incurred in the performance of corrective work and services, inclusive of travel, per diem, etc. The District agrees to meet with the Supplier (if requested) on an as-needed basis to monitor the effectiveness of ongoing Work and notify the Supplier of deficiencies within a reasonable time of discovery.

Part 8: General Conditions

8.0 Applicable Law, Jurisdiction and Venue: Any agreement resulting from this proposal shall be construed and interpreted according to the laws of the State of Nevada. The venue of any action brought hereunder shall be Clark County, Nevada.

8.1 Assignment of Contractual Rights: The Supplier shall not assign, transfer, convey, or otherwise dispose of the contract or its right, title, or interest in, or to the same, or any part thereof, without previous written consent of the District and any sureties.

8.2 Attorneys’ Fees: The parties agree that in the event of a dispute, each party will bear its own costs of litigation and attorneys’ fees.

8.3 Compliance with FERPA: In the event that the District shares education records with the Supplier, the following provision shall apply. Supplier is a contractor or outside service provider with whom the District has outsourced institutional services or functions that it would otherwise use employees to perform. For purposes of the Family Educational Rights and Privacy Act (FERPA), Supplier constitutes a school official with a legitimate educational interest in obtaining access to education records, and will only have access to those particular education records in which they have a legitimate educational interest. Supplier shall be under the direct control of the District with respect to the maintenance and use of personally identifiable information from education records provided under this Agreement. Supplier is subject to the same conditions on the use and re-disclosure of personally identifiable information from education records that govern other school officials, including 34 C.F.R. § 99.33 and the requirements established by the District.

8.4 Compliance with Applicable Laws: Supplier shall comply with OSHA, EPA, HIPAA, and all other applicable Federal, State, local statutes, laws, ordinances codes, order rules, regulations, proclamations, and other governmental requirements relative to conducting business with the District; all the aforementioned provisions are incorporated by reference. The laws of the State of Nevada shall govern as to the interpretation, validity, and effect of this proposal, its award, and the execution of this contract.

8.4.1 Compliance with District Regulations: Supplier shall comply with all District policies and regulations; these requirements are incorporated by reference.

8.5 Confidential Treatment of Information: In the event the Supplier is furnished with or otherwise has access to confidential District information, while fulfilling its responsibilities under the terms of this agreement, the Supplier shall agree to hold such information in strict confidence and shall take all reasonable precautions to maintain the confidentiality of the information. The Supplier shall exercise the same degree of care and protection that would be exercised with respect to its own confidential information. The Supplier shall only use and access confidential information as necessary to fulfill its obligations under this contract. The Supplier shall not directly or indirectly disclose, sell, copy, distribute, reproduce, transfer, display, modify, create derivative works from, demonstrate, or allow any third party to have access to any of the District’s confidential information which may include, but not be limited to: student academic records, student medical records, student photographs, budgetary information, etc.

8.6 Conflict of Interest/Nepotism: Pursuant to District Regulation 3312, the District shall not enter into a purchase transaction for any amount with any person related within the third degree of consanguinity or affinity to a member of the Board of School Trustees, or to a person acting as the authorizing official for the District, except as fully disclosed and authorized in advance. Authorizing official is being defined for this purpose as the person who has final authority to administer budgets, or his/her designee.

The Supplier must disclose any relationship or affinity with a member of the Board of School Trustees or an authorizing official in writing to an Administrator of the Purchasing Department prior to executing this contract. Failure to properly disclose a relationship will result in termination of the contract and may jeopardize the Supplier’s future business dealings/opportunities with the District.

8.7 Contract Extension: The District reserves the right to extend this contract for up to 90 calendar days from its expiration date for any reason.

8.8 Covenant: The Respondent covenants that it presently has no interest and that it will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement.