Copier bid specifications 2018.doc.docx

Melvindale-Northern Allen Park Public Schools Request for Proposal – Copiers January 31, 2018

Submission of Bid

Bids shall be submitted in accordance with Instructions to Bidders. Sealed bids clearly labeled “February 2018 Copier Bid” will be received by Melvindale-Northern Allen Park Public Schools (Mel-Nap) until Thursday, February 08, 2018, at 2:00 p.m., at which time all bids will be publicly opened and read. Bids are to be delivered to the attention of Austin Bright, Technology Coordinator, Melvindale-Northern Allen Park Public Schools, 18530 Prospect, Melvindale, MI 48122. Bids received after this time will not be accepted.

Your bid will be considered firm for 120 days from the bid opening date.

All questions should be directed to Austin Bright, brighta@melnapschools.com.

Right to Reject Bid

Mel-Nap reserves the right to waive irregularities. Mel-Nap reserves the right to accept and/or reject any or all Bids. Mel-Nap reserves the right to accept and/or reject any part of any Bid.

Award

It is the intent of Mel-Nap to award the Bid at the February 12, 2018 Board of Education meeting. It is highly desirous for all equipment to be installed and operational within 30 days of the bid award. All equipment is to be installed, operational, and on site personnel trained no later than March 12, 2018. In the event of scheduling conflicts with the buildings, the installation and training dates may be extended at the discretion of Mel-Nap.

Submission of a bid will be construed as a conclusive presumption that the bidder is thoroughly familiar with the Instructions to Bidders and that bidder understands and agrees to abide by each and all of the stipulations and requirements contained therein.

The following criterion shall be considered in making an award:

(a) Cost of equipment purchase and maintenance/service agreement.

(b) Conformity to listed specifications.

(c) Delivery of the copiers within the required time schedule.

(d) Service and warranty provided.

(e) References.

(f) Equipment Capabilities including but not limited to Color and Mono Copy speeds.

Instructions to Bidders

1. Bidder must clearly state in the bid any exceptions to the enclosed specifications. The listing of exceptions, if any, is mandatory. Any exceptions found in review not listed, could be a basis for rejection of the bid. In addition to providing the brand name, bidder must include the model number and manufacturer’s number.

2. Bidders must clearly indicate extent of warranties, guaranteed response time and ability to provide parts and services for the equipment on which they are bidding. Bidders must provide written confirmation from the original equipment manufacturer that the manufacturer will provide full maintenance should the bidder be unable to do so over the life of the contract.

3. The equipment is to be furnished in accordance with the specifications and deliveries are to be made only upon purchase order issued by Mel-Nap. The copiers are to be delivered to the individual schools in the locations, and in the time frames determined by the building administrators.

4. It is understood that Mel-Nap is a governmental unit, and as such, is exempt from the payment of all State and Federal Taxes applying to the products specified in this document. Therefore, the prices quoted by the Bidder should not include any allocation for taxes.

5. The following items must be included in your bid price:

(a) The purchase price of machines and devices offered including brand name, model number, market introduction date, and number of copies per minute.

(b) Delivery and installation of the machine.

(c) Instructions and in-services to individual school building personnel concerning operation of equipment on a mutually acceptable date as agreed to between the building administrator and Bidder.

(d) Cost of networking each copier to computers for printing capabilities.

(e) Maintenance of all machines in good working condition, including but not limited to all necessary inspections, repairs and adjustments, including replacement of parts and drums. Bidders must indicate cost of maintenance and supplies to include everything, including Staples, and excluding paper, on a cost per copy basis and number of years for which cost is guaranteed.

(f) The bidder must submit both a purchase price and a lease price for each machine bid. Lease pricing shall be for no more than three (3) years, at which time the District shall own the equipment.

6. Machines shall be kept in good working order so that work delays and copy problems will be minimized. Machines must meet the total volume requirements listed under Copier Equipment Needed. Mel-Nap reserves the right to request a new replacement copier at the Bidder’s expense in the event that a recurring problem cannot be corrected to the satisfaction of Mel-Nap or in the event that the copier is unable to meet the total volume requirements. The conclusion that a copier is experiencing a recurring problem or unable to meet the total volume requirement, therefore requiring replacement, is at the sole discretion of Mel-Nap.

7. The Bidder must submit the names of two (2) school districts that have an equal or larger amount of equivalent copier equipment and have had the equipment for at least three years. Please provide district name, contact name, address, phone number, and number of years the Bidder has serviced the district.

8. A signed familial relationship form (Attachment B) and Iran Linked Business form (Attachment C) must be completed and enclosed as part of the bid proposal.

9. The attached bid proposal sheet (Attachment A) must be completed and enclosed as part of the bid proposal.

10. Copiers should be equipped to interface with PaperCut MF with no additional expense required for such interface.

Equipment Specifications

Copiers furnished must be “digital” and include all new parts of standard first grade quality, constructed of 100% new components.

Copiers furnished must produce readable, useful, plain paper prints/copies of such typical originals as handwritten and typewritten pages, copies of copies, halftones, carbonless forms, books and colored stock determined by the School District. Under normal office use and storage conditions, copiers shall be resistant to smudging and shall have readability and file life in excess of seven (7) years.

Copier noise level, when in standby mode, shall not produce a noise level from fans or other devices which exceeds the normal office background noise level as determined by the District.

All equipment shall meet or exceed the requirements of Underwriters Laboratory (U.L.). Each machine shall have the U.L. label affixed in a conspicuous place. The School District will furnish suitable electric current to operate the equipment with properly grounded receptacles.

Minimum copier equipment specifications are:

· #4 bond to 25% cotton paper

· Recycled paper

· Color Scanning

· Heavy stock paper from 28-110 lb. through all paper sources

· Copy from bound volumes

· Clean legible copies from all colored original stocks

· Copy onto transparencies

· Copy pressure sensitive labels

· Produce dry copies

· Copy up to 11” x 17”

· Stop copy button

· Automatic Document Feeder up to 50 originals

· Reduction/enlargement

· Automatic stackless duplexing

· Toner cartridge

· 600 DPI minimum

· Built in finisher with offset stacking capability, hole punch, staple

· Job Interrupt

· Two copies of an operator manual

· Fax unit with fax to email

· Integrated Google Drive access.

Copier Equipment Needed:

*Current average monthly volume is 136,000 impressions. Volume will be shifted to other copier in the building. A post shift estimated monochrome impression volume is 20,000.

Meter Reading and Copy Allowance

The Bidder shall provide a system for collecting copier meter readings monthly.

Installation and Site Preparation

The sites should not require any modification or preparation. Most already have office equipment in use. Any proposed modifications are subject to Mel-Nap approval prior to the placement of any office equipment at any location. The Bidder shall provide Mel-Nap with written requirements for the installation of their equipment if different than existing. It is the responsibility of the Bidder to profile the requirements of the site. It is Mel-Nap’s responsibility to provide the electrical and site preparation. Surge protectors or Battery backup units, if required, shall be provided by the Bidder.

Maintenance

In addition to the supply of the equipment, the successful vendor will be required to perform all maintenance and repairs necessary to maintain the copier office equipment.

Equipment maintenance and repairs shall be performed by qualified maintenance personnel during regular office hours. Regular office hours vary at each school location, but are generally staggered between 7:30 to 4:30 p.m., depending on location, Monday through Friday. The vendor is required to provide services at other times as required.

Maintenance and repair calls must be performed within four (4) hours of request for service. The maximum allowable downtime for any one piece of equipment is 48 hours. A “loaner” copier machine must be placed in the building for any equipment that cannot be repaired and restored to normal operating service within 48 hours. Excluded from the requirements are delays resulting from acts of God, accidents, extreme weather conditions, strikes or similar causes. The intention is that necessary repairs be made.

Preventive maintenance will be performed according to manufacturer’s recommendations. It is the Bidder’s responsibility to schedule preventive maintenance that meets those manufacturer’s recommendations. Mel-Nap requires advance notice for preventive maintenance. Bidders shall give the individual site location 24 hour advance notice of the Bidder’s intent of performing preventive maintenance. The Bidder’s service technician shall check in and out with the appointed key operator. Each machine should have a permanent record of machine maintenance kept with the machine.

Attachment “A”

BID PROPOSAL SHEET

Melvindale-Northern Allen Park Public Schools

REQUEST FOR PROPOSAL - COPIERS

NAME OF BIDDER:________________________________________________

ADDRESS:________________________________________________________

PHONE:__________________________________________________________

FAX:_____________________________________________________________

CONTACT NAME:________________________________________________

COST FOR EQUIPMENT FOR EACH COPIER INCLUDING ALL COMPONENTS:

MAINTENANCE AND SUPPLIES (INCLUDING STAPLES):

I AGREE TO ABIDE BY ALL OF THE TERMS OF THIS REQUEST FOR PROPOSAL UNLESS OTHERWISE STATED IN MY BID PROPOSAL.

Attachment “B”

FAMILIAL RELATIONSHIP

DISCLOSURE STATEMENT

(This disclosure statement must be included with your bid as required by Public Act 232 of 2004) 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 member of the Board of Education or Superintendent of Schools of the following participating school districts:

Melvindale-Northern Allen Park Public Schools

The undersigned, the owner or authorized officer of _______________________________________ (the “bidder”), pursuant to the familial disclosure requirement provided in the attached invitation to bid, 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 members of the Boards of Education and Superintendent of Schools as listed above. If such a relationship exists, please explain:

By: ________________________________________________________(Bidder’s signature)

Name: _______________________________________________________(type or print)

Date: _________________________________

Subscribed and Sworn to Before Me:

This ______________ day of ____________________, 2018 A.D., in and for the County of

____________________, Michigan. My commission expires: _________________________.

__________________________________ Signature of Notary

Attachment “C”

IRAN LINKED BUSINESS AFFIDAVIT

All Bids shall be accompanied by a sworn statement disclosing any Iran Linked Business relationship that exists within the owners, including its officers, directors and employees.

The undersigned, owner or authorized officer of _________________________________ (the bidder), pursuant to Michigan Public Act No. 517 of 2012, the “Iran Linked Business” requirement provided in the Melvindale-Northern Allen Park Public Schools bid for copiers, hereby represents and warrants that the bidder, including its officers, directors and employees, is not an “Iran Linked Business” within the meaning of the applicable Public Act, and that in the event bidder is awarded a contract as a result of this bid, the bidder will not become an “Iran Linked Business” at any time during the course of performing under the contract. The bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the District investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on future Requests for Proposals (RFPs) for three (3) years from the date that it is determined that the person has submitted the false certification.

· There is not an “Iran Linked Business” that exists within the bidder and/or owner, officers, directors and employees.

Bidder: ____________________________________________________________ (Company Name)

By: ____________________________________________________________ (Signature)

(Title)

This instrument was acknowledged before me, a Notary Public, in and for

______________________ County, on this _____day of ___________________, 20__, ______________________________________________ SS:

(Notary Public Signature)

My Commission expires: __________________________

Acting in the County of: __________________________