Acquisition of Multi-Functional Printers and Lifetime Maintenance Services - FY25.pdf

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Serving the Communities of

Acushnet, Dartmouth, Fairhaven, Fall River, Freetown, Mattapoisett, New Bedford, Somerset, Swansea, Westport

700 Pleasant St., Suite 530, New Bedford, MA 02740 srtabus.com, (P) 508-999-5211 (F) 508-993-9196

Memorandum TO: Prospective Bidders

CC:

FROM: Southeastern Regional Transit Authority (SRTA)

DATE: November 4, 2024

RE:

Three Year Contract for Multifunctional Printer (MFP) Renewals and Lifetime

Maintenance

Background:

The Southeastern Regional Transit Authority (SRTA) is responsible for public transit services in ten (10) communities within the Southeastern Massachusetts region, and is funded with Federal, State, and local subsidies, as well as farebox revenue. The SRTA was created pursuant to

Commonwealth of Massachusetts General Laws, Chapter 161B, and thus is considered a political subdivision of the commonwealth of Massachusetts. The SRTA is required to comply with the mandates of the Americans with Disabilities Act (ADA), as are the entities with which it contracts for transit.

The resultant contract is subject to financial assistance contracts between the SRTA and the U.S.

Department of Transportation (DOT), Federal Transit Administration (FTA) and Massachusetts

Department of Transportation (MA DOT). As such, all contractors must comply with all applicable

Equal Employment Opportunity laws and regulations.

The agreement is subject to any applicable guidelines for project administration issued by the

Federal Transit Administration of the Department of Transportation of the U.S. Government and all other applicable laws, rules, and regulations. The SRTA reserves the right to reject any and all proposals, or any part of any proposal, that the SRTA deems in its best interest to do so.

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Acushnet, Dartmouth, Fairhaven, Fall River, Freetown, Mattapoisett, New Bedford, Somerset, Swansea, Westport

Scope of Work / Specifications:

Overview:

The SRTA is seeking quotes from qualified vendors for the acquisition of up to 6 Multi-Functional

Printers (MFPs) and monthly services for each based on the typical life expectancy of the product.

The selected bidder will be responsible for the replacement of a Minimum: 5 to a Maximum: 6

MFPs and the decommissioning, removal, and recycling of the old MFPs. All qualified vendors may also provide quotes on security management software’s based on the needs of the organization which would include ~ 40+- 5 active users of the MFPs and a possible Maximum 7 MFPs attached to the MFP Security Management system that will work with the current newly installed copier infrastructure. This is not a requirement but is being investigated for the future. The Locations of these MFPs will be as follows:

• New Bedford Garage (NBG): 65 Potomska Street New Bedford, MA 02740

• New Bedford Terminal (NBT): 134 Elm Street, New Bedford, MA 02740

• Fall River Garage (FRG): 601 Brayton Avenue, Fall River, MA 02721

• Fall River Terminal (FRT): 118 Fourth Street, Fall River, MA 02721

• SRTA HQ: 700 Pleasant Street, Ste 530, New Bedford, MA 02740

The period of performance for the resultant contract shall begin with the initial build and last through June 2027:

Fiscal Year Start Date End Date Number of MFPs

*FY 2025 Current June 30, 2025 Two (2)

FY 2026 July 1, 2025 June 30, 2026 Two (2)

FY 2027 July 1, 2026 June 30, 2027 One (1) with +1

Option

*The initial build will begin at the NBG Dispatch office and at the NBT Ticket Agent Office and will begin immediately upon Approval of the resultant Purchase Contract. (Further information exists in

“Specification/ Deliverables” Section)

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Acushnet, Dartmouth, Fairhaven, Fall River, Freetown, Mattapoisett, New Bedford, Somerset, Swansea, Westport

As noted in the attached Uniform Bid Sheet, quotes should be provided in the following format:

Product / Material / Item

Unit Pricing

Year 1 (Two

MFPs)

FY 2025

Year 2 (Two

MFPs)

FY 2026

Year 3 (One +

Optional 1)

MFPs)

FY 2027

MFP Cost

Delivery / Recycling Charges

Yearly Maintenance Pricing

MFP Security Management System

Pricing (Optional)

Discounts /Rebates (If Applicable)

Options / Other

Total Yearly Pricing

Total Extended Pricing (over

Lifetime)

Specifications / Deliverables:

To ensure business continuity across the organization we expect the proposed MFP product to be compatible with the specs below and provide security compatibility with the newly installed MFP at SRTA HQ.

Must:

Copy: Duplex

Print: Direct / Secure Print

Scan: Email, folder, USB (Duplex @300 DPI)

Faxing: (Hardware/VOIP)

Store: Locally on HD / USB

Collate /Group: By page or print job

Staple: Top corners/ booklet

Work with Windows OS: Specifically, Server 2016 + newer and

Windows 10/11

Color Laser: (B/W, Color)

Print Speed: 50+ PPM

Finisher: Stapling/Folding (Trifold/ Half)

Control Panel: UI Easy to use

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Acushnet, Dartmouth, Fairhaven, Fall River, Freetown, Mattapoisett, New Bedford, Somerset, Swansea, Westport

Interface Connectivity: IPV4 Networking compatible (Hardwire/

Wireless), NFC, Bluetooth, USB

Cassette Trays: 2+ Drawers w/ Ability to print Tabloid/Ledger, Letter/Legal. (550 Sheet Cassettes)

1+ Bypass Tray: 100 + Sheets

Send: PDF, JPEG, XPS, TIFF

Maintenance agreements preferably should include the following:

Toner (Black, Yellow, Cyan, Magenta), Waste toner containers, & staples, and any maintenance for parts, replacements, etc., during useful life of MFP.

Submission Criteria:

Completed submissions should be submitted via email to Procurement@srtabus.com (Please cc bmarden@srtabus.com) or faxed to (508) 993-9196 and should include or denote the following:

• Subject Line (Email Line or Cover Letter) o SRTA Multi-Functional Printer (MFP) Procurement

• Submittal Package o Standard Company Quotation Form

▪ Monthly Maintenance Costs

▪ MFP price & Removal / Delivery costs

▪ Lead Time o Technical Specifications (Warranty, Operator Manuals, etc.)

o Please ensure that the completed Uniform Bid Excel Sheet is submitted with the submittal package.

Estimated Key Action Dates:

The dates in the following table are only estimates and are provided to illustrate the current expectations for the timing of actions related to this project and the resultant award:

Key Action Estimated Date

Release November 8, 2024

Questions Received by Date November 15, 2024 COB EST

Submission Due Date November 20, 2024 COB EST

Award Date November 22, 2024 mailto:Procurement@srtabus.com mailto:bmarden@srtabus.com

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Acushnet, Dartmouth, Fairhaven, Fall River, Freetown, Mattapoisett, New Bedford, Somerset, Swansea, Westport

Addition Information:

In compliance with the procurement guidelines set forth by the Federal Transit Administration

(FTA), any Vendor looking to conduct business with the Southeastern Regional Transit Authority

(SRTA), are required to demonstrate responsiveness, responsibility, and must sign off on applicable Federal Clauses.

Note: The relevant Federal Clauses and responsibility determination information will be forwarded to the selected Vendor, however, this information is available upon request.

Pricing Note: The SRTA is a tax-exempt agency and will be paying in full via company check.

The applicable Certificate of Exemption (Form ST-2) can and will be provided to the successful

Vendor.