Combined RFP - 50077 - Copy-Print.pdf

Susannah Sims

8107 Mustang Dr.

Portage, MI 49002

Phone:(269)323-5181 sksims@portageps.org

RFP# 50077 - Copy/Print Services DATE ISSUED: Monday, January 13, 2025 PROPOSAL DUE: Wednesday, February 12, 2025 10:00 am EST

INSTRUCTIONS TO BIDDERS

Portage Public Schools (PPS) is seeking a services agreement for a turnkey, managed copy/print/scan solution throughout our 16 facilities, with the devices being provided by the proposer as a part of the proposal.

1. Vendors must submit two (2) paper copies, and one (1) digital copy of your response on a USB or other digital media. Faxed/emailed responses will not be accepted. Proposals must be received by 10:00 am EST on Wednesday, February 12, 2025. Late proposals will not be accepted.

2. Send or deliver the bid to:

Portage Public Schools

RFP# 50077

Attention: Susannah Sims, Purchasing 8107 Mustang Drive Portage, MI 49002

3. Responses must include the following three (3) signed and notarized forms:

Legal Status of Bidder Familial Relationship Disclosure Statement Iran Economics Sanctions Act

4. All inquiries concerning this proposal shall be directed to Susannah Sims via email to:

sksims@portageps.org so that questions and responses may be shared with all vendors.

The Portage Public Schools Board of Education reserves the right to accept or reject any or all bids, either in whole or in part; to award the contract to other than the low bidder; to waive any irregularities and/or informalities; and in general to make awards in any manner deemed to be in the best interest of Portage Public Schools.

8107 Mustang Drive • Portage, Michigan 49002• 269.323.5000 • portageps.org

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Contents I. Goal of the RFP 3 II. Key Dates 3 III. General Instructions and Declarations 3 IV. Assumptions 4 V. Length of Agreement 5 VI. Proposal Design 5 VII. Required Features - Devices 5 VIII. Required Features - Software 6 IX. Optional Features 6 X. Features not requested 6 XI. Voluntary Alternate 7 XII. Service and Training Expectations 7 XIII. Supplies Ordering and Recycling 7 XIV. Current Configuration 7 XV. RFP Response 7

i. Pricing Summary - Multi-function Devices 8

ii. Pricing Summary – Traditional Laser Printers 9

iii. Pricing Summary - Cost Accounting Software 10

iv. Pricing Summary - Voluntary Alternate - ID Card Printers 11

v. Provided Hardware and Software Summary 12

vi. Company Background 12

vii. References 12

viii. Installation Timeline 12

ix. Partners or Subcontractors 13

x. Iran Economic Sanctions Act 14

xi. Portage Affiliation 15

xii. Legal Status of Bidder 16

xiii. Familial Relationship Disclosure Statement 17 Xiv. Company Background Information 18

xv. Final Agreements and Signatures 19

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I. Goal of the RFP Portage Public Schools (PPS) is seeking a services agreement for a turnkey, managed copy/print/scan solution throughout our 16 facilities, with the devices being provided by the proposer as a part of the proposal.

II. Key Dates

● RFP Issue Date: Monday, January 13, 2025

● Mandatory Pre-Bid Meeting Date: Tuesday, January 21, 2025 1:00 pm

● RFP Due Date: Wednesday, February 12, 2025, 10:00 am

● Post-Bid Interviews: February 24-March 10, 2025

● RFP Award Date (projected): April 14, 2025

● Project ‘Go-Live’ Deadline: August 1, 2025

III. General Instructions and Declarations

● All proposers must agree to the following instructions and declarations. Failure to do so may result in a proposer and their proposal(s) being declared non-responsive thus leading to exclusion from the proposal process and award.

● Vendors interested in submitting a proposal must attend a pre-bid meeting on January 21, 2025 at 1pm in the Portage Public Schools Administration Building (see address on cover page). No questions related to the RFP will be answered prior to this meeting. Non-attendance at this meeting will be grounds to disqualification of a final proposal. A sales representative from each interested proposer must be in attendance - no subcontractors or factory representatives in lieu of a sales representative. A vendor is not obligated to submit a proposal by attending this pre-bid meeting.

● After the pre-bid meeting, all questions must be submitted via email to Susannah Sims, sksims@portageps.org.

All questions and all responses shall be submitted via email to all declared proposers.

● PPS will consider requests to install data-gathering software to aid in the proposal creation process, however, if approved all data gathered by said software shall be shared with all proposers no less than two weeks prior to the proposal submission deadline. As part of this RFP, PPS will distribute the total volume of each existing device from July 1, 2023 - June 30, 2024, and the monthly volumes of each device starting in January 2024 and ending December 2024 (Appendix 1). Current odometer counts of all devices will also be provided.

● A public bid opening will be held at 8107 Mustang Drive Portage, MI 49002 on February 12, 2025 at 10:00 am.

● Proposals must be submitted by the due date and time. They shall be enclosed in a sealed envelope/package clearly marked with the proposer name and the title ‘RFP# 50077 Attn: Susannah Sims, Purchasing”. The sealed envelope/package shall contain two completed hard copies of the proposal(s) as well as one electronic copy in PDF format on a USB-based storage device.

● Any proposal received at the location designated herein after the exact date and time specified for receipt, will not be considered. (Note: The District reserves the right to consider bids that have been determined by the District to be received late due to mishandling by the District after receipt of the proposal and no award has been made.)

● All responses to this RFP shall be considered public documents. Proposers should not include information they consider to be trade secrets or otherwise harmful to their business should such information be released. Portage Public Schools shall be held harmless from any claim of damages due to the release of submitted proposals. In the event a proposer feels certain confidential information is required in order to fully present their proposal, the proposer shall submit said information in a sealed envelope inside of the main proposal with the word ‘confidential’ clearly marked on the outside of the envelope.

● Facsimile/Email proposals will not be accepted.

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● All terms, conditions, assumptions, and other items contained in this RFP shall be considered a part of the fully executed contract between Portage Public Schools and the successful proposer(s).

● All proposals shall be typed. All proposal response forms shall be completely filled out and signed by an authorized individual representing the proposers company.

● No additional charges, other than those listed as a part of a proposer’s response, shall be made. Any applicable shipping/handling charges must be included within submitted proposals.

● Any applicable discounts (MiDEAL, US Commodities, etc.) shall be clearly listed in proposals.

● Portage Public Schools has tax exempt status. Taxes shall not be included in final proposals.

● Proposals properly submitted to Portage Public Schools for evaluation shall be considered valid for 90 days.

● Portage Public Schools reserves the right to accept or reject any or all proposals, either in whole or part; to award a contract to other than the low bidder; to waive any irregularities and/or informalities; and in general to make awards in any manner deemed to be in the best interests of Portage Public Schools.

● Any addendums to this RFP shall be posted on our website, www.portageps.org. We will make every attempt to notify proposers of addendums, but it remains a proposer’s responsibility to check the site.

● Bid tabulations will be posted on www.portageps.org 2-3 business days after proposal opening.

IV. Assumptions Portage Public Schools will provide power, network connectivity, telecom connectivity, servers and print queues, paper and other output media, and finishing supplies.

All other costs shall be embedded in a per-impression fee as provided by the proposer as a part of the RFP response – these costs assume the proposer will provide the hardware, software, and non-finishing consumables required to meet Portage Public Schools’ copy/print/scan needs. These consumables shall include toner, drums, and any other items/supplies required to create a copy or print prior to finishing. It is acceptable for proposers to quote equipment lease costs as a separate item not included in the per-click cost.

The incorporation of refurbished and/or ‘off-lease’ equipment is acceptable as long as said equipment is fully warranted ‘as new’ during the life of the agreement with ‘as new’ being defined as fully functional with down-times comparable to new equipment.

We will examine the proposals in four segments – multi-functional printers, laser printers, pricing to dispose of existing equipment, and copy/print cost accounting software licensing and maintenance. Proposers may choose to bid on all or separate segments. If an RFP response does not include replacement machines to the district (eg, does not replace laser printers), Portage Public Schools requests that the old machines not slated for replacement are still covered under a maintenance contract, and will expect a cost per impression in the RFP response.

A voluntary alternate proposal will also be requested for purchase and support of seven (7) ID card printers in the district.

proposer(s) may opt to bid on the voluntary alternate or not as part of the main proposal. These voluntary alternates will be evaluated separately from the base proposal.

To facilitate the construction of proposals, our total fiscal year 2023-24 (July 1, 2023 - June 30, 2024) copy/print volumes are included, as well as the monthly volumes from January 2024 through December 2024. Portage Public Schools makes no guarantee these volume statistics will be predictive of the volume of copy/print during the length of this agreement.

Indeed, Portage Public Schools is actively working to reduce its total copy/print costs, of which a reduction of impressions is key. Proposers shall include any minimum impression counts required to secure pricing. Should the minimum not be met by Portage Public Schools, any and all penalties must be included in the RFP response forms where specified.

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Additionally, the current fleet configuration is also enclosed in this RFP. Due to new construction on our campus, there will be specific requirements for some schools. These will be outlined in this RFP in section viii; and addressed in the mandatory pre-bid meeting.

After installation, should any device be deemed not acceptable by PPS, the successful proposer(s) agree to negotiate with PPS on a replacement device.

All meter reads shall be the responsibility of the successful proposer(s), and shall be provided to PPS monthly or on an ad-hoc basis. Software installed on PPS server equipment to provide automated reads to proposer(s) is acceptable.

Manual meter reads by PPS staff will not be deemed acceptable.

V. Length of Agreement The term of this agreement shall last for three years, with the option for two additional years approved one year at a time upon agreement of both PPS and the service provider. Should any pricing change for years four and five, it shall be fully documented in any and all proposals. Failure to provide a year four and five pricing breakdown of both cost per impression and any extended lease payments will result in the RFP response being incomplete and will not be considered. If there are any lease buyout provisions or costs at any time during the duration of the agreement, those costs must be outlined.

VI. Proposal Design The proposal shall provide for an equivalent level of service as provided by our current copier/printer fleet as outlined in the “Current Configuration and Utilization” section of this RFP. Proposers do not need to match our existing configuration.

We seek a solution that meets our needs, and as such encourage vendors to be creative as they construct their proposal.

To that end, proposers should address the following questions as a part of their response:

● Should PPS consider a different number of physical devices to meet our needs? (For example, additional machines with lower output, but with lower per-impression costs? Or consolidating machines in similar area with a higher output machine)

● Paper tray flexibility - eg, ability to swap between letter, legal, and ledger sized paper as needed

● Are there other technologies we can consider to lower our copy/print operational costs?

Should a proposal contain equipment with which PPS is not familiar, PPS reserves the right to examine/demo said equipment at no charge to PPS.

VII. Required Features - Devices

● MFP authentication by PIN code (except for laser printers).

○ PIN code must be applied to end-user’s account in Active Directory

● Color scanning all locations (except for laser printers) – scanning while printing capable - Scan to email by PIN code, or scan to GSuite.

● Support for printing from multiple platforms and device classes

● Collating (except for laser printers)

● Duplex printing (except for laser printers)

● Stapling (except for laser printers)

● 2-up, 4-up, and 8-up printing

● One color output device per site

● One 11x17 inch output device per site

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● Automatic document feeder with duplex functionality (except for laser printers)

● Bypass tray

● Support for partially and fully recycled paper

● Support for static IP addressing, and 802.1x authentication

● Support for access control lists

● Support for locked print jobs

● Minimum tray capacity for MFP’s, 1,000 sheets of paper in two trays; laser printers, 500 in one tray

VIII. Required Features - Software Portage currently owns PaperCut MF, with support expiring on June 30, 2025 (unlimited users, 71 licensed devices).

Proposer(s) can choose to quote an extension of the PaperCut MF software support, and any additional licenses required to fulfil the needs of this RFP, or quote a different software solution.

If a proposer chooses to quote a different software solution, the required features will be:

● Integration with Microsoft Active Directory

● Integration with Google Workspace

● Compatibility with Microsoft Server 2022 at minimum

● A cost accounting solution providing usage reports grouped by building, device, and/or user as well as the ability to enforce quotas on users

● Ability to report supply levels and error states of copiers and printers to certain end users

● Ability to have “Follow-Me” Print Queues

● Ability for automated email reports

● Web-based management

● Minimum user count of 11,000 users.

IX. Optional Features Portage recognizes that not all copier configurations fit all areas. If proposer(s) wish to add any of these features to a device, please outline that in the response, and also please provide a la carte pricing for each of these items if Portage wishes to outfit a unit either prior to the award of the RFP or after award of the RFP.

● HID-based or barcode-based user authentication (for walk up copy/scan or the release)

● 2 and 3-hole punching

● Optional multiple tray finishers

● For higher volume locations, additional paper capacity options

X. Features not requested Portage does not want proposers to bid the following items on any units:

● Fax Cards

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XI. Voluntary Alternate Portage is inviting proposers to bid on seven (7) ID card printing machines for use in middle school, high school, and administration buildings. Bid shall include maintenance and supplies for these machines as a per-impression cost. Currently we have about 2,000 ID card impressions per year. Specifications of the card printers should include:

● Single-sided printing

● ID-1 format card printing

● 125+ card input hopper

● Full color printing

● 300 dpi resolution

● Thermal-transfer ribbon

● USB and/or Ethernet connectivity

XII. Service and Training Expectations It is assumed the successful proposer(s) shall provide training to PPS staff on the use of provided hardware and software.

Any limitations to said training shall be outlined in any and all proposals. All service calls are expected to be acted upon within four hours of the initial report. Support contact methods shall be included in any and all proposals.

XIII. Supplies Ordering and Recycling Please outline all methods of how to order supplies for devices, and any/all toner bottle recycling programs available to Portage, and any costs associated with those programs. Automatic ordering of supplies will be desired as part of the bid response.

XIV. Current Configuration Make, model, location, total fiscal year 2023-24 volume, monthly volumes from January 2024 through December 2024, current odometer readings and output specifics are included in Appendix 1. Included as Appendix 2 to this RFP, proposers will find a detailed listing of our current fleet of multi-function devices and traditional laser printers.

XV. RFP Response In addition to any other documentation provided as a part of a proposal, all items in this section must be completed by the proposer in their entirety. If a proposer feels a certain portion of the following does not apply, they should mark said section with an ‘N/A’ and clearly explain why. The following pages shall be considered binding and a part of any signed agreement. Please note that the pricing summary is split – one section for multi-function printers and one for traditional laser printers with disposal of existing devices incorporated into each section. Proposers may assume PPS will not award, or otherwise consider pricing binding for, the disposal of existing equipment without a corresponding award for copy/print services as outlined in this RFP. Portage Public Schools reserves the right to award either component to the same proposer, award to two proposers, or not at all.

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i. Pricing Summary - Multi-function Devices As per the requirements outlined in this RFP, the proposer submits the following costs for consideration. Prices listed here shall be considered final – should there be conflicting pricing in any portion of a proposal, the following pricing shall supersede any discrepancy.

Price per B&W Impression up to 8”x14” ____________

Price per B&W Impression larger than 8”x14” and up to 11”x17”_____________

Price per Color Impression up to 8”x14” ____________

Price per Color Impression larger than 8”x14” and up to 11”x17”_____________

Annual Lease Cost for Hardware if not Included in the Above ______________________

Cost to Move a Device from One Location to Another ___________________

Cost/Credit (circle one) to Dispose of Existing Multi-Function Devices _________________

Annual Minimum Impressions Required to Secure Pricing __________________

Penalties Should the Annual Minimum Listed Above Not be Met _________________

Additional Costs not Captured Above (provide costs and details below):

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ii. Pricing Summary – Traditional Laser Printers As per the requirements outlined in this RFP, the proposer submits the following costs for consideration. Prices listed here shall be considered final – should there be conflicting pricing in any portion of a proposal, the following pricing shall supersede any discrepancy.

Price per B&W Impression up to 8”x14” ____________

Price per Color Impression up to 8”x14” ____________

Total Annual Lease Cost for B&W Hardware if not Included in the Above __________________

Per Unit Annual Lease Cost Increase if a B&W Device Were to be Upgraded to Color if not Included in the Above

Cost to Move a Device from One Location to Another ___________________

Cost/Credit (circle one) to Dispose of Existing Traditional Laser Printers ___________________

Annual Minimum Impressions Required to Secure Pricing __________________

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iii. Pricing Summary - Cost Accounting Software As per the requirements outlined in this RFP, the proposer submits the following costs for consideration. Prices listed here shall be considered final – should there be conflicting pricing in any portion of a proposal, the following pricing shall supersede any discrepancy.

Cost per year for copy/print cost accounting software _________________

One time license costs for copy/print cost accounting software _________________

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iv. Pricing Summary - Voluntary Alternate - ID Card Printers As per the requirements outlined in this RFP, the proposer submits the following costs for consideration as a voluntary alternate. Prices listed here shall be considered final – should there be conflicting pricing in any portion of a proposal, the following pricing shall supersede any discrepancy.

Price per ID-1 Card Impression ___________

Total Annual Lease Cost for card printing hardware if not Included in the Above __________________

Cost to Move a Device from One Location to Another ___________________

Cost/Credit (circle one) to Dispose of current ID Card Printers ___________________

Annual Minimum Impressions Required to Secure Pricing __________________

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v. Provided Hardware and Software Summary Proposers shall attach to their response a detailed listing of hardware and software to be placed in Portage Public Schools facilities. At minimum, this information should contain the following:

HARDWARE

● make, model, and quantity included age if not new (provide chronological age and total impressions to date) service history if not new (if available) output sizes and applicable speed in pages per minute

● B&W or color

● power requirements

● availability of drivers and any device connectivity restrictions

● authentication method for walk-up copies and/or release of locked print jobs

● network connectivity and security options

● documentation or links to all additional product specifications

● any deviations or exceptions to the hardware requirements listed in this RFP

SOFTWARE

● product name and provider

● technical requirements and other installation information

● report samples

● documentation or links to all additional product specifications

● any deviations or exceptions to the software requirements listed in this RFP

vi. Company Background As a part of their response, proposers shall provide their company background including size, years of experience, number of employees, etc. Upon request of PPS (outside of the formal response to this RFP), proposers shall agree to an inspection of their financial statements for up to the last three fiscal years. It is understood that PPS shall return this information, that no copies shall be made, nor shall it be disseminated in any way.

vii. References Proposers shall provide at least five references, including reference name, company name, contact information, company type, number of devices deployed, and annual impressions. References comparable to Portage Public Schools are preferred.

viii. Installation Timeline In keeping with the key dates listed earlier in this RFP, please provide a detailed installation timeline, with specific facilities indicated. This is required to facilitate summer access to our facilities. Please note that access to Portage Central Elementary School, Haverhill Elementary School, and Woodland Elementary will need to be coordinated with PPS due to construction in 2025.

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ix. Partners or Subcontractors As a part of any proposal(s), proposers shall list all partnering entities or subcontractors who will assist the proposers in fulfilling the terms of this RFP. All partnering entities or subcontractors shall be subject to the same terms of this RFP, and shall submit copies of the Iran Economic Sanctions Act, Familial Disclosure, and Legal Status alongside of the primary proposer.

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x. Iran Economic Sanctions Act

IRAN ECONOMIC SANCTIONS ACT

Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan (MCL 129.313) must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submittal.

CERTIFICATION

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business”, as that term is defined in the Act.

Signature Title

Company Date

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xi. Portage Affiliation (if it pertains)

Do you maintain a permanent office, factory, or other facility in Allegan, Barry, Branch, Calhoun, Cass, Kalamazoo, St. Joseph, or Van Buren counties? If yes, please provide the address(es) below:

Have you paid real or personal property taxes relating to said business in the previous tax year?

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xii. Legal Status of Bidder LEGAL STATUS OF BIDDER - CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS.

The Vendor and/or Bidder certifies to the best of its knowledge and belief that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated above in this certification; and Have not within a three-year period preceding this agreement had one or more public transactions (Federal, State, or local) terminated for cause or default; is not now or has been, within a three-year period preceding this date, been listed on the Excluded Parties List System website (EPLS).

A. A Corporation organized and existing under the laws of the State of

B. Name, title, and signature of individual duly authorized to execute contracts:

Name:

Address:

Title:

Signature:

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xiii. Familial Relationship Disclosure Statement

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

As required by Public Act 232 of 2005, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education.

The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of ________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Portage Public Schools advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education. If such a relationship exists, please explain:

Attach additional pages if necessary

By:____________________________________________________(Bidder Signature)

Title:___________________________________________________(type or print)

Date:__________________________________________________

Subscribed and Sworn to Before Me:

This________________day of__________________, 20____A.D., in and for the

County of _______________________, Michigan.

My Commission expires ____________________________.

Signature of Notary

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xiv. Company Background Information

Company Size:_____________________

Years of Experience:_________________

Number of Employees:_____________________

Other Relevant Information of Note:

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xv. Final Agreements and Signatures

Firm Name: ___________________________________________________________

Primary Contact: _______________________________________________________

Address: _____________________________________________________________

Telephone and Fax: _____________________________________________________

Email: ________________________________________________________________

Project Name: #50077 Copy/Print Services - Portage Public Schools

The undersigned acknowledges the following are included with any and all proposals: (please initial)

● All pricing forms: _______

● Detailed production information as requested: ______

● Familial Relationship Disclosure Statement with notarization: ______

● Portage Affiliation Certification:______

● Legal Status of Bidder:______

● Iran Economic Sanctions Act: _____

● Answers to Proposal Design Questions (Section VI):_______

● Company Background Information:________

● 5 References:_______

● Installation Timeline:______

● Disclosure of Partners/Subcontractors:___________

● Two paper copies and one PDF of any and all proposals: ______

Signed: _______________________________________________________

Title: _________________________________________________________

Date: ___________________________________

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