Rev. 9/2025- Services

Request for Proposal No. AGENCY26-PURC-

Copier/Multifunction Printer Rental and Maintenance Services

San Bernardino County Purchasing Department

777 East Rialto Ave San Bernardino, CA 92415

November 2025

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services

No. AGENCY26-PURC-6163

I. INTRODUCTION

A. Purpose The San Bernardino County, Purchasing Department (County), is seeking Proposals from interested and qualified Proposers to provide Copier/Multifunction Printer and Maintenance Services. The number of awards will be determined by the quality of the proposals received.

B. RFP Contact All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Purchasing Department AGENCY25-PUR-6163 Attn: Dylan Newton, Buyer III 777 East Rialto, Ave.

San Bernardino, CA 92415

(909) 387-3377 Phone dylan.newton@pur.sbcounty.gov Email

E-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro), The completed and signed proposals must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. RESERVED

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of 5 years beginning on July 2026 and ending on June 2031.

E. Location of Services Location(s) where Services are to be provided, completed and managed are Countywide.

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the various locations.

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP December 5, 2025 Deadline for Submission of Questions December 12, 2025, at 4:00 pm PST Deadline for Proposals January 2, at 4:00 pm PST Date for Tentative Contract Award June 2026 mailto:dylan.newton@pur.sbcounty.gov

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Copier/Multi-Function Printer or collectively, Devices: A machine that handles paper sizes of Letter, Legal and A3 as in International Standard for Organization (ISO) 216.

County: San Bernardino County

Destroy: The act of rendering data recovery infeasible using state-of-the-art laboratory techniques that result in the subsequent inability to use the media for storage of data.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Multi-Function Printer: A device that functions like a copier and can scan to file, copy and print.

It can also have the ability fax, email and provide finishing options.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Scanner: A Device that scans paper documents and converts them into digital data.

Services: The requested services described in this RFP.

Segment: The various speeds that Devices are categorized is represented by Page per Minute (ppm).

• Segment 1 – up to 20 ppm

• Segment 2 – 21 to 30 ppm

• Segment 3 – 31 to 44 ppm

• Segment 4 – 45 to 69 ppm

• Segment 5 – 70 to 90 ppm

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services

• Segment 6 – 91 ppm & above

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

Vendor: A seller, contractor or consultant.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

The San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local Vendor’s proposed cost for the purpose of comparison when the local Vendor’s proposed cost is not the lowest. If the local Vendor’s bid is equal to or lower than the price of an otherwise successful non-local Vendor after the 5% preference is applied, the local Vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local Vendor’s score. If the local Vendor’s overall score is equal to or lower than that of an otherwise successful nonlocal Vendor, the local Vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local Vendor with the lowest cost after applying local preference.”

Local Vendor - A Local Vendor is any Vendor that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the Vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a Vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

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Rental and Maintenance Services

K. Employment of Former County Officials

Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. RESERVED

R. Proposer’s Conditions Along with the conditions above, a Proposer must meet the following to be considered a responsive bidder.

a. Proposer must have at minimum of 5 years of experience with similar scope of work.

b. Proposer must be a manufacturer or authorized dealer of products proposed to this RFP. If the

Proposer is awarded a Contract as an authorized dealer of the product awarded, Proposer must maintain certification as an authorized dealer to sell, rent and perform maintenance on the awarded Devices throughout the life of the Contract.

c. Proposed Devices must be newly manufactured, not refurbished, and fully functional with all equipment and required features, as described in this RFP.

d. The Proposal must meet requirements in the Scope of Work in Section V.

e. Proposer may have no early termination fee. Please see Section X. Terms and Conditions

Paragraph 36, Termination for Convenience.

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The County is the largest county by area in the contiguous United States, covering more than 20,000 square miles. The County borders Riverside, Los Angeles, Orange, Kern, and Inyo counties, as well as the states of Arizona and Nevada. The County is comprised of both urban and rural communities – 24 of which are incorporated cities and towns. More than 90% of the County is within the desert region, with the remaining areas in mountain and valley regions.

B. PROJECT DESCRIPTION

The County is seeking qualified Vendors to provide Devices, to County departments on either a monthly rental/lease or purchase basis. The County is also seeking the provision of maintenance services for Devices https://www.sam.gov/

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services purchased pursuant to an awarded Contract, as well as equipment currently owned by County departments.

All such Devices provided to the County must be New. “New” is defined as equipment that has never been sold or leased and is not reconditioned or refurbished Devices other than New are unacceptable to the County’s needs. The County currently spends approximately three million dollars ($3,000,000) annually on copiers, copier supplies and two hundred forty-five thousand dollars ($245,000) annually on maintenance of County-owned copiers.

• Identify Device printer suppliers/dealers

• Pre-qualify Device suppliers/dealers to provide rental equipment and services

• Establish contracts with Device supplier/dealers to develop a rental program that

• meets the County needs.

• Establish contracts with qualified Vendors to provide maintenance services to Devices and

County-owned copiers.

Delivery and Set-Up: Vendor will coordinate with the ordering departments for delivery and set up appointments. Delivery of all copiers must be made within thirty (30) days of receipt of order.

Vendor will deliver and set-up Devices on site at the location specified by the County. Vendor will also provide, at time of delivery, a start-up kit of supplies, so that the Device may be set up for immediate use.

Delivery in excess of thirty days does not meet the County’s requirements and will not be considered. The County will not pay any fuel surcharges, delivery fees, or tariffs. Set up will include but not be limited to:

i. Network installation – Vendor will configure the Device for proper networking protocols, and installation of working print drivers to all networked Devices.

ii. Notification labels – Vendor shall affix a label or locater on the machine clearly showing information name, address and telephone number of the authorized dealer responsible for trouble shooting or warranty issues.

iii. Area of installation – Upon completion of installation, the Vendor shall remove all debris and packaging created from the installation. Vendor shall leave the area in an orderly, neat, and clean condition and in good repair with no obstruction to walkways.

Rental Equipment Consumables: All monthly copier rentals and all maintenance agreements for purchased copiers are to include all new and unused consumable operating supplies, including but not limited to toners, Ink cartridges, staples, developers and drums. Consumables excludes paper.

Purchased Maintenance Consumables: Vendor must make delivery of any supplies, including but not limited to, toners, staples, developers, etc. within twenty-four (24) hours of receipt of an order placed by a department on the department’s next operating work day. This includes departments with weekend operations.

Product Substitutions: Substitutions are not acceptable. Vendors will notify County Purchasing buyer or user department for approval before substituting for out-of-stock item. The request shall show a comparison of the original quoted product with the replacement product. County Purchasing buyer or user department must approve substitution prior to delivery in writing. Email is acceptable.

Training: Vendor will provide all training as required on use of the Devices at no extra charge to the County.

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services

Vendor Representation: A designated sales representative must be assigned to the County. Upon Contract award, Vendor must provide the name(s) and all contact information, including e-mail address, of all Vendor personnel who will be assigned to the County’s account.

The goals and objectives of this RFP are to:

1. Deliverables/Requirements:

a. Rental Service: One Unit Rental or Multi-Unit Rentals shall be for a thirty-six (36) month period commencing upon delivery and set-up of the Devices. No Rentals will be subject to automatic renewals. For usage, please see attachment Exhibit 1 Countywide Copier agreements. Rates must be based on one of the following:

i. Meter Rates: Per copy charges (clicks), both color and black and white (B&W) copies will be priced separately from the monthly payment and cover service and rental equipment consumables (toner, staples, etc.).

ii. All-in-One Rental Rates: One monthly rental rate per one unit or multi-unit Rentals that includes service and rental consumables with no B&W or color per copy charges (clicks).

b. Direct Purchase Devices: The unit price and accessories stated on Attachment E shall remain firm for 12 months after the Contract is awarded to Vendor. The prices listed on Attachment E will be guaranteed through the term of the awarded Contract.

2. Equipment Standards:

a. Copiers: Basic functioning should include network printing, copying, printing, faxing and scanning solution. Features should include automatic document feeder and auto duplex printing. The County considers these basic functions/features to comprise a basic model and Proposers are to account for these basic features in their pricing. In addition, Proposers should provide pricing for any options and accessories which they feel would be of interest to the County, such as larger bypass, paper trays and decks, hole punch, integrated share scan, etc.

i. Group A – Standard Convenience Model Copier/Multi-Function Device, Print A3 paper size, B&W only or Color and B&W copies. Password protection for print from computer or storage on device then sent to computer. Wi-Fi, Ethernet and USB interface. 256Mb minimum memory. This group includes a finisher with stapling, binding and hold punch capabilities. Have confidential printing functions.

ii. Group B – Standard Small Model Copier/Multi-Function Printer, Print A4 paper size, B&W only or color and B&W copies. 156Mb minimum memory, fewer convenience options.

a. No early termination penalties shall be assessed when a rental is cancelled with or without cause.

3. Security of Devices: In recent years, office copiers have become more sophisticated and are now more often Multi-Function Devices. These contain hard drives and store information like a personal computer. This storage capability allows these Devices to store information which may be confidential and not intended for general dissemination. For this reason, the Proposer must indicate its ability to comply with the following requirements:

iii. Enable “overwrite at job completion” option to ensure that only the most recent document is stored on the hard drive.

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iv. If “overwrite at job completion” option is not supported by the Device, then the Vendor shall review all stored documents with the County user department on a regular basis and clean the hard drive as directed by the user.

v. Vendor will ensure that the option to store on the hard drive is disabled by default; or

vi. For rental equipment, Vendor must remove all documents and/or data stored on the hard drive, if necessary, prior to removal of any Device from the County’s premises.

vii. Vendor will assume responsibility for the security and privacy in terms of maintaining confidentiality, integrity, and availability of County data under its control. No County data shall be copied, modified, Destroyed or deleted by Vendor other than for normal operation or maintenance during the Contract period without prior written notice or as expressly set forth herein.

viii. At the end of any rental period for all Devices, data must be Destroyed or purged prior to removal of the Device from the County facility where it is located. When data is Destroyed or purged, it shall be in accordance with the most current National Institute of Standards of Technology (NIST) Special Publication 800-88: Guidelines for Media Sanitization, published by the U.S. Department of Commerce. The incorporation of the Defense of Department (DOD) 5220.22M standard wipe method shall be used when using data destruction programs, file shredders, etc. In either case, a written Certification of Sanitization is required to each County departmental management representative within three (3) days of the Destroyed/purged data. This will be provided to the County at no additional charge as a cost of doing business. In the event a user department requires a signed certification verifying deletion of information, Vendor shall provide the signed certification that the hard drive has been wiped within one week of removal of the equipment from County premises. Factory resets are unacceptable.

ix. For Devices purchased by the County, Vendor shall provide at no charge, any software or other means of purging or Destroying the hard drives on the Devices, as well as any training necessary in the use of software data removal programs.

4. Termination: Rental Service and maintenance service may be terminated at any time for convenience upon thirty days’ (30) written notice. Rental service and maintenance service may be terminated for cause immediately upon written notice and a 30-day opportunity to cure. Cause for termination shall include, but not be limited to, failure to deliver in quantities required within required lead times, failure of product(s) to meet specifications and/or for reasons of unsatisfactory service.

5. Authentication and Access: Any connection to the County’s network must be approved by County’s Innovation and Technology Department or the user department’s Information Technology manage before accessing the network. This includes fleet managed Devices.

i. Any network-connected Device must offer authentication for all features with the ability to disable authentication.

ii. Access to administrative functions must be password protected by receiving County

Department’s requirements.

C. PAYMENT METHODS

a. Maintenance Invoicing: The County will pay maintenance for County-owned

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Devices on a monthly, quarterly or annual basis, per user department preference.

b. Rental with Maintenance Invoicing: The County will pay rental fees on a monthly, quarterly or annually, per user department preference. Cost per copy fees shall be charged in arrears. Per copy, charges may be included in the monthly rental rate as in a one-price rental to include all services and consumables.

c. Direct Purchase: A Purchase Order shall be issued for the total cost of the sale.

A separate contract may be issued for maintenance, if the County chooses to request the service.

D. ADDITIONAL REQUIREMENTS

i.Warranties: The Proposer shall provide warranty information for each model of Device purchased by the County. All warranties shall include replacement of all parts, including drums, under the maintenance agreement and shall include the replacement of a Device, if necessary, for the entire rental or maintenance period.

ii. Copier Maintenance: Applies to both rented and purchased Devices.

a. Service Calls: Tools, equipment and skill used in the accomplishment of needed service will comply with the Device manufacturer’s specifications. The service technician shall have the training and experience level to perform prompt, efficient and accurate service on each type and model of Device for which the Vendor is responsible.

Service calls are unlimited and will be performed during normal County business hours.

b. Response Time: Under normal circumstances, response time for service technicians to be on site will not be longer than eight (8) business hours. The County expects repair technicians to respond to service calls within two (2) to four (4) hours on the average. (For example: If a service call is placed in the morning, the County will expect a service technician to respond within 2 to 4 hours for phone diagnostics or scheduling service and arrive at the requesting location in the afternoon or evening of that same day. The County expects a Device to be operational within 8 business hours from the time the service call was placed.) Any delay for service in excess of eight (8) business hours shall be coordinated at the time of service request and Vendor will provide a written report to County Purchasing as to why the delay occurred.

c. Availability: Some County departments, due to the nature of their operations, require service personnel to be available twenty-four (24) hours a day, seven (7) days per week. Therefore, the selected Vendor will be required to provide a contact person and phone number for emergencies during times other than Vendor’s normal business hours.

d. Parts: All replacement parts will meet the original equipment manufacturer’s specifications. No used parts will be installed. Only original equipment manufacturer parts are acceptable.

Loaner/Replacement Machines: If a Device is unable to be repaired within (two business days), a loaner Device must be provided to the user department within eight (8) additional business hours at no additional charge to the County.

e. Identification: All service personnel must provide proper photo identification in order to access to County facilities.

f. Additions/Deletions to Contract: The County reserves the right to add/delete Devices to/from the Contract, in its sole discretion.

Vendor will provide additions/deletions of Devices to Purchasing for

Request for Proposal Copier/Multifunction Printer

Rental and Maintenance Services approval on a quarterly basis.

g. Device Removal: Devices must be picked up within thirty (30) calendar days of the end of the initial or renewal Contract Term. Vendor(s) will be responsible for all Device pickup and return costs.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. RESERVED

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification https://epro.sbcounty.gov/bso/view/login/login.xhtml

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Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

7. RESERVED

8. Project Team Organization Chart

Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

9. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

10. Reserve

11. Certification Regarding Debarment or Suspension

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Complete Attachment D

12. Cost Complete proposed pricing on Attachment E (Cost Sheets).

13. References Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories, and may include additional specific criteria.

Likewise, the listed considerations are possible considerations, and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 20% Considerations:

• Proposer’s prior experience in performing similar rental services

• Qualified to provide manufacturer direct equipment

• Provide experienced staff for training County staff

• Quality and reliability of solution, equipment and services being offered to meet County’s needs.

B. RESERVED

C. TECHNICAL REVIEW

Weight: 35% Considerations:

• Statement of understanding of the County’s needs

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• Meeting Scope of Work requirements

• Management, quality control, training, support staff and Local Authorized certified service personnel capability

• Technical specifications and functionality

• Quality control

• Training

• Value-added aspects

D. COST/REVENUE

Weight: 40% Considerations:

• Purchase cost comparisons within segments of each Group. Total monthly one rate rental cost comparison within segments of each Group.

E. REFERENCES

Weight: 5% Considerations:

• Satisfactory performance of similar work

• demonstrated knowledge and expertise

• work product, quality of interactions

• capability of assigned team members

• likelihood of continued use

F. RESERVED

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant information to the evaluators including the RFP, evaluation criteria , and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will, document the new score, and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

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Once all ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest rated Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Review of Financial Performance

As indicated in Section VII, Section B, financial information may be used to evaluate and select the Proposal(s) deemed to be in the County’s best interest. Alternatively, at the County’s sole discretion, the financial performance of the intended Contractor may be assessed prior to Contract award. Financial performance deemed unsatisfactory by the County may result in non-award or a recommendation for award to another Proposer(s).

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10)…