Rev. 3/2026- Services

Request for Proposal No. AGENCY26-PURC-6377

High Production Color Inkjet or Electro-Ink & Monochrome Digital Press Rentals

San Bernardino County Purchasing Department 777 E. Rialto, CA 92415

May 2026

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

I. INTRODUCTION

A. Purpose The San Bernardino County, Purchasing Department (County), is seeking Proposals from interested and qualified Proposers to provide Rental of High Production Digital Presses, both Monochrome and Color (Inkjet or Electro-Ink) for the County Printing Services. The County is seeking to modernize and upgrade its Print Shop with the latest technology in use by commercial print shop operations. 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 Attn: Michael Reyna, Buyer II 777 E. Rialto Ave.

San Bernardino, CA 92415

(909) 387-2233 Phone

(909) 387-2666 Fax Michael.Reyna@pur.sbcounty.gov Email

Fax number and 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 proposal 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 five years beginning on July 1, 2026 and ending on June 30, 2031.

E. Location of Services Location(s) where Services are to be provided, completed and managed are at 777 E. Rialto Ave, San Bernardino, CA 92415 and Arrowhead Regional Medical Center (ARMC) 400 N. Pepper Ave. Colton, CA..

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 aforementioned 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 May 14, 2026 Deadline for Submission of Questions May 26, 2026 by 4:00 pm mailto:Michael.Reyna@pur.sbcounty.gov

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

Deadline for Proposals June 11, 2026 by 4:00 pm Date for Tentative Contract Award July 2026

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 question and answer 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.

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

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.

Services: The requested services described in this RFP.

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.

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

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals 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 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

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

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, contractor or consultant (hereafter “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 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

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

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.

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. RESERVED

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

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals 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.

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

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The San Bernardino County Purchasing Department procures goods and services for County departments and operates several additional divisions, including Central Mail Services, Surplus Property Disposition, and a full-service Print Shop. The Print Shop produces a wide variety of printed materials https://www.sam.gov/

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals including, but not limited to, brochures, reports, books, promotional materials, posters, etc.. for multiple County Agencies.

B. PROJECT DESCRIPTION

1. The San Bernardino County Print Shop is seeking to upgrade and modernize its operations by installing equipment which features the latest technology comparable to that in use by outside commercial printing companies.

2. Deliverables/Requirements:

a. Invoicing - Monthly invoices will be required for each machine; to include all services and fees, one invoice per machine, per month. Multiple invoices for each machine will not be acceptable.

b. Overages MUST be billed as an aggregate amount on an annual basis at the end of each fiscal year.

c. Upon notice of award and signing of contract, installation date will be coordinated with Miranda

Guercy, Printing Services Manager. Machines will be required to be up and running upon installation.

d. The County will not pay any delivery fees or fuel surcharges.

e. Awarded Vendor must make delivery of any consumable supplies within twenty-four (24) hours of receipt of an order placed by the department.

f. All equipment provided to the County must be NEW. “New” is defined in the sense any ordinary, reasonable person would understand the term. Used, Re-conditioned, or “newly remanufactured” equipment is unacceptable to the County’s needs.

g. Training – The awarded Vendor will provide all training as required on the use of the equipment at no extra charge to the County.

h. Supplies – All monthly rentals are to include maintenance and all consumable operating supplies, excluding paper.

i. Vendor Representation – Awarded Vendor will provide a designated sales representative to the County. Vendor will provide the name(s) and all contact information of all Vendor personnel who will be assigned to the County’s account.

j. Rentals – Rental on a month to month basis, which can be terminated at any time with or without Due Cause. Due 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. There will be no early termination penalties.

Rental will be for a sixty (60) month term, which will commence upon delivery and installation of the equipment. Department will be billed a base monthly amount which includes a specified number of black and white copies allowed each month. Department will be provided a per copy charge for any black and white copies exceeding the number of monthly allowable copies.

All rental agreements that extend over any fiscal year must contain a provision that the agreement can be cancelled at any time if funds have not been appropriated for the new fiscal year. Such termination shall not be subject to early termination penalties.

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

Department will be allowed to upgrade any equipment on an existing rental agreement mid-term with the same Vendor without being assessed any penalties. The County reserves the right to add/delete equipment to/from the contract as necessary.

The Vendor assumes all responsibility for any property taxes on equipment provided to the County under the Rental agreement. The County does not own the equipment but is merely renting it for a fixed time period.

k. Maintenance –

i. Service Calls – Tools, equipment and skill used in the accomplishment of needed service will comply with the equipment manufacturer’s specifications. The service technicians shall have the training and experience level to perform prompt, efficient and accurate service on each type of equipment for which the Vendor is responsible. Service calls are unlimited and will be performed during normal business hours. All service personnel must provide proper photo identification in order to be allowed access to County facilities.

ii. Parts – All replacement parts will meet the original equipment manufacturer’s specifications. No used parts will be installed. OEM parts only are allowed.

iii. Response Time – Under normal circumstances, response time for service requests will not be longer than eight (8) business hours. The County expects service calls to be performed within two (2) to four (4) hours on the average. For example: If a service call is placed in the A.M., the County will expect a service technician to arrive on site at the requesting location in the P.M. of that same day and the equipment to be operational within 2 to 4 hours from the time the service technician arrived. Any delay in service in excess of eight (8) business hours shall be coordinated at the time of the service request and vendor will provide a written report to Purchasing as to why the delay occurred.

iv. Maintenance Records – The Vendor shall provide and maintain a “Maintenance History Record” for each machine on contract. This record shall contain the following information: Model number, Serial Number, Date placed into service, Date and Description of each service call, date of inspections and initials of the Service Technician. An inspection and service acknowledgement will be furnished to the County for each visit, to be left with the Printing Services Manager at the site.

v. Exclusions – Repairs for damage or loss caused by any other than normal and reasonable use shall not be covered by this contract. Written estimates for work required for the aforementioned reasons will be submitted in advance by the Vendor to the County prior to the work being performed. Authorization for said repairs shall be a separate Purchase Order issued by the County.

l. Security of High Production Digital Presses - Any equipment which has a hard drive that stores information on the device will be required, if necessary, to provide at minimum the following security protocols:

i. Enable Overwrite at Job Completion to ensure that only the most recent document is stored on the equipment’s hard drive.

ii. If Overwrite at Job Completion option is not supported by the Vendor’s equipment, then the Vendor shall review all stored documents with the County on a regular basis, to be determined by the County, and clean the hard drive as directed by the end user.

iii. Or ensure that the option to store on the hard drive is disabled by default.

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

iv. Vendor will remove all documents and/or data stored on the hard drive, if necessary, prior to removal of any equipment from the County’s premises. This will be provided to the County at no additional charge as a cost of doing business.

v. Vendor shall provide at no charge any software or other means necessary to clean the hard drives on their equipment as well as any training necessary in the use of such program.

3. Equipment Specifications – Minimums - High Production Digital Presses

Unit 1 – Canon imagePRESS C810 (or equivalent)

• Networked high-production color digital press/copier capable of minimum 160 pages per minute on coated and uncoated media up to 350 gsm duplex / 400 gsm simplex

• Support sheet sizes up to 13” × 19” minimum, with long-sheet capability up to at least 30 inches preferred

• Paper capacity of 5,000 sheets minimum with multi-drawer vacuum feed paper deck required

• Color duplex image scanner required, supporting high-speed duplex scanning (minimum

200 images per minute)

• Sensing unit required for automated front-to-back registration and image alignment

• Minimum 1200 × 1200 dpi print resolution

• External Prisma Sync print server (or equivalent production controller) required, supporting imposition and compatibility with variable data printing workflows

• Inline saddle-stitch finisher unit required, minimum 25 sheets / 100-page booklet capacity, with face trim and square-fold preferred

• Inline puncher unit required

• Inline finishing must support stapling functions

• Average Use = 185,000 clicks or impressions per month

Unit 2 - Canon varioPRINT 6000 TITAN 6220 (or equivalent)

• Networked high-production monochrome digital press/copier capable of minimum 200+ pages per minute with single-pass duplex printing required

• Continuous roll-feed input solution required, fully integrated with the press and capable of supporting unattended long-run production workflows; sheet-fed-only solutions will not be considered equivalent

• Support sheet sizes up to 13” × 19” minimum (cut-sheet equivalent output from roll-feed workflow acceptable)

• Support media weights from 50 gsm to 300 gsm minimum

• High-capacity feeding solution required supporting extended unattended production operation

(roll-feed and/or high-capacity sheet feeding acceptable)

• Minimum 600 × 1200 dpi print resolution

• Production workflow controller required (PRISMAsync or equivalent), supporting queue management, job scheduling, and compatibility with transactional and variable-data workflows

• High-capacity stacker or finishing interface required to support integration with inline or nearline finishing devices

• Inline stapling capability required, supporting automatic stapled document set production without offline/manual finishing

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

• System must support integration with inline or nearline finishing solutions (stacking, booklet making, trimming, punching, or equivalent third-party finishing)

• System designed for sustained high-volume production environments exceeding 1,000,000 impressions per month

Unit 3 - Canon varioPRINT DP 140 / 130 (or equivalent)

• Networked monochrome production digital press/copier capable of minimum 130 pages per minute (DP 130) or 140 pages per minute (DP 140) with full-speed duplex printing required

• Support sheet sizes up to 12” × 18” minimum, with support for media up to 13” × 19” preferred

• Support coated and uncoated media from 50 gsm to 300 gsm minimum

• Paper capacity of at least 8,000 sheets preferred, with multi-drawer high-capacity vacuum feed paper deck required

• Minimum 600 × 2400 dpi print resolution

• Production workflow controller required (PRISMAsync or equivalent), supporting job scheduling, queue management, and compatibility with variable data printing workflows

• Automated front-to-back registration and image alignment capability required to support consistent duplex accuracy

• Inline finishing must support stapling functions required

• System must support integration with inline finishing solutions, including stacking, punching, booklet making, or trimming (or equivalent third-party finishing compatibility)

• Automatic duplex scanning capability preferred (if scanner configuration is included with proposed solution)

• System designed for sustained mid- to high-volume production environments

• Average Use = approximately 200,000 impressions per month

C. ADDITIONAL REQUIREMENTS

• Vendor shall provide full warranty coverage for the entire rental term, including all parts, labor, travel time, firmware updates, and service required to maintain equipment in proper working condition

• Warranty coverage shall include all system components, including press engine, feeders, controllers, print servers, inline finishing devices, and workflow software

• Warranty shall include manufacturer-recommended preventive maintenance at no additional cost to the County

• Vendor shall provide firmware and controller software updates necessary for proper system performance at no additional charge

• Vendor shall provide replacement or loaner equipment if a unit is inoperable beyond forty-eight (48) hours unless otherwise coordinated with the County

• Warranty coverage shall remain in effect regardless of production volume within the agreed monthly usage ranges

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

• Repeated service failures or inability to maintain operational reliability may be considered a performance deficiency under the contract

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

Include the following on Attachment B:

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Proposal High Production Color Inkjet or

Electro-Ink & Monochrome Digital Press Rentals

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.

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. Work Plan and Schedule

Include the following:

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a. Summary of management/work plan for this Project.

b. Project schedule

11. Certification Regarding Debarment or Suspension Complete Attachment D

12. Cost

Complete proposed pricing on Attachment E.

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 background and reputation

• Qualifications of the project team

• Experience with similar services and entities

B. RESERVED

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C. TECHNICAL REVIEW

Weight: 50% Considerations:

• Statement of understanding of the County’s needs

• Work plan

• Scheduling

• Technical specifications and functionality

• Quality control

• Training

D. COST/REVENUE

Weight: 25% Considerations:

• Overall reasonableness of proposed pricing

E. REFERENCES

Weight: 5% Considerations:

• Satisfactory performance of similar work

• Work product, quality of interactions

• 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.

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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.

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. RESERVED

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) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

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1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Stephenie Shea, Acting Director of Purchasing

Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest. The Proposer will be provided reasonable notice of the time, date and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay. It will be up to the Appeal Panel members to consider the credibility of the evidence and the weight to give it.

The Panel will determine by at least three (3) affirmative votes: 1) whether the Protest was submitted timely;

2) whether the Protest is based on at least one of the three designated grounds identified above; and 3) whether the grounds on which the Protest are based have been substantiated.

If any of the grounds are determined to be valid, the Panel will also decide if the valid portion of the Protest has so tainted the RFP process that it is unfair to the Proposer or whether the valid grounds for the Protest are in the nature of harmless error and that the RFP process was fair to the Proposer. The Panel will not re-evaluate the Proposals.

The Purchasing Agent shall notify the Proposer making the Protest of the decision, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Appeal Panel shall be deemed final. If the Contract must be approved by the Board, after receiving a decision from the Purchasing Agent or Appeal Panel, the Proposer may then present its Protest to the Clerk of the Board of Supervisors for the Board’s review and decision. The Proposer must file its written Protest with the Clerk of the Board or provide a verbal Protest (typically limited to three minutes) prior to the Board making a decision on the Contract. Any decision of the Board shall be deemed final.

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A Proposer protesting the results of any of the processes described herein must follow the procedures set forth. By submitting a “Letter of Intent to Protest”, the Proposer has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this Proposal. Protests that do not follow these procedures shall not be considered. The protest procedures constitute the sole administrative remedy available to the Proposer under this RFP. Upon exhaustion of this remedy no additional recourse is available.

X. TERMS AND CONDITIONS

The selected Proposer will be required to enter into a formal Contract with the County. This RFP sets forth some of the general provisions which will be included in the final Contract. In submitting a response to this RFP, Proposer will be deemed to have agreed to each clause unless the Proposal identifies an objection and County agrees to a change of language in writing. All objections to any Terms and Conditions must be listed on Attachment H – Exceptions to RFP, or any exception thereto shall be waived

A. General

1. Contract Amendments Contractor agrees any alterations, variations, modifications, or waivers of the provisions of the Contract, shall be valid only when reduced to writing, executed and attached to the original Contract and approved by the person(s) authorized to do so on behalf of Contractor and County.

2. Contract Assignability

Without the prior written consent of the County, the Contract is not assignable by Contractor either in whole or in part.

3. Contract Exclusivity This is not an exclusive Contract. The County reserves the right to enter into a Contract with other Contractors for the same or similar Services. The County does not guarantee or represent that the Contractor will be permitted to perform any minimum amount of work, or receive compensation other than on a per order basis, under the terms of…