Copier RFP 2024.pdf

Request for Proposals

Copier Lease & Service Agreement

3 Years

Bangor Township Schools

Bay City, MI 48706

Issued By: Bangor Township Schools

3359 E. Midland Rd

Bay City, MI 48706

Attn: Casey Hamel, Finance Director

Proposal Due: Sealed Bid on November 22nd @ 1:00 PM.

Please send Sealed Bid to the address above.

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3359 E. Midland Rd.

989-684-8121

Casey Hamel

Finance Director hamelc@bangorschools.org

Zackery Bishop

Technology Director bishopz@bangorschools.org

CONDITIONS OF THIS PROPOSAL

CONTRACT SPECIFICATIONS

LEASE OF COPIERS FOR BANGOR TOWNSHIP SCHOOLS

Bangor Township Schools is accepting quotations for a complete printing solution. There are numerous devices that need to be updated and maintained. All previously leased and district owned equipment will be removed and replaced, if necessary, with new leased equipment.

Interested vendors may contact Casey Hamel, Finance Director, by email (hamelc@bangorschools.org) with intent to bid to receive any updates or ask questions. Questions asked will be shared with all parties who submit intent in order to promote transparency and cohesive information for all involved.

The following criteria will be used to make the District’s decision:

• Completeness of solution

• Flexibility to changes in district needs throughout the term of the contract

• Overall cost to the district

• Maintenance agreement terms

• Warranty and replacement coverage

• References and/or prior relationship with the district

BIDS WILL NOT BE CONSIDERED UNLESS SUBMITTED ON ATTACHED BID SHEETS.

(ATTACHMENTS B and C)

THIS PROPOSAL MUST BE IN THE BUSINESS OFFICE NOT LATER THAN

Friday, November 22, 2024 at 1:00 PM

Bids will not be accepted after the above date and time.

A BID BOND OF 5% IS REQUIRED WITH THIS BID

Certified check or bid bond must accompany the proposal, at which time the proposals will be opened. No bid will be considered unless a certified check or bid bond is furnished.

Every person, firm, or corporation submitting any bid for equipment, materials or services of any kind shall be required to furnish with such bid a certified check or bid bond in an amount indicated above which shall be forfeited to the

Board of Education in case of failure of the bidder to sign a contract after acceptance of the bid by the Board of

Education.

Quotations on equipment, materials or supplies must be F.O.B. point of delivery specified, including packing and crating charges.

The Board reserves the right to reject any or all bids or parts of bids, or to split award by items or to accept bid which will best serve the interest of the Board of Education.

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Bidders must make their proposals strictly in accordance with requirements and specifications, otherwise they may not be considered.

Bidders are granted the privilege of withdrawing their bids, if desired, between the time they are submitted and opened.

Bidders are invited to consult with the Business Office concerning conditions required for submitting bids, use of materials, or previous quotations.

THIS IS NOT AN ORDER

The undersigned proposes to deliver F.O.B., any one or all of the items at prices specified to:

LOCATION: Various Locations within Bangor Township

No bids shall be accepted from, or contract awarded to, any person who is in arrears to the Board of Education Bangor

Township Schools upon debt or contract, or who is defaulter as security or otherwise upon an obligation to the Board of Education of Bangor Township Schools.

BID DESCRIPTION

CONTRACT SPECIFICATIONS

LEASE OF COPIERS/PRINTERS AND MAINTENANCE SERVICE AGREEMENTS

The undersigned proposes to lease or sell copiers and furnish maintenance service at different locations for a period of 3 years beginning on the date of installation for prices as indicated on the attached Bid Sheet. The lease will be a two party lease.

See current breakdown by location and device (ATTACHMENT A) and desired device breakdown

(ATTACHMENT B). Bids should be based on a minimum of current functionality from ATTACHMENT A combined with the requested number of units from ATTACHMENT B.

Prices quoted shall include all cost of travel, labor and tools.

A BID BOND WILL BE REQUIRED WITH THIS BID.

In the event that this proposal is accepted to furnish whatever is included in this bid, the successful bidder agrees to furnish compensation insurance (if labor is required in the fulfillment of this contract order), which will amply protect the interest of the Board of Education.

This is to certify that the prices, quality, quantity and delivery of the above-mentioned material or commodity will be in exact conformity, unless clearly noted, with the specifications, samples and proposition therefore, and declare that it is made without collusion with any other person, firm, or corporation making any other proposal, or who otherwise would make a proposal, and agree to furnish in strict accordance with the specifications.

COMPANY NAME: ____________________________________________________

CONTACT PERSON/PHONE: ________________

ADDRESS: ____________________________________________________________

CITY/STATE/ZIP: ___________________________

E-MAIL: ______________________________________________________________

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SECTION I: CURRENT FLEET STATISTICS – SEE ATTACHMENT A

SECTION II: GENERAL SPECIFICATIONS

Bangor Township Schools is looking for a complete printing solution which includes:

1. The lease will be for new equipment only. (No used or re-manufactured equipment - must contain 100% new components.)

2. The Bid equipment will not be discontinued models at the time of bid and/or delivery.

3. The lease will be for a period of three years.

4. The lease bid should state whether personal property taxes are included in the lease price. If not, an estimate should be given on additional costs.

5. The bid should state if there is a $1.00 buy-out option at the end of the term.

6. The lease shall provide a complete maintenance agreement for all copier machines. The maintenance agreement will include the following:

a. All parts, labor, toner, staples, developer, and preventive maintenance (excluding paper).

b. The maintenance agreement will be implemented and performed by the organization issuing the lease.

c. Any service call placed with the vendor that is not addressed by a service technician within four business hours, the individual school will be given a credit based upon daily costs. The credit will be the total time in excess of four hours until the time a service technician responds to the call. Any credit will be applied to next month’s invoice.

d. Immediate replacement with “comparable” equipment of any machine down for repairs or waiting on order of parts for more than 48 hours. Failure to do so warrants a credit on the next month’s invoice.

e. Vendor agrees to replace any machine that does not operate to Bangor Township Schools’ expectations with comparable product for remainder of lease.

f. Guaranteed availability of service, parts and supplies for life of lease.

g. The agreement shall not contain any maintenance escalation clause.

7. ALL GUARANTEED ITEMS MUST BE IN WRITING AT TIME OF BID.

8. The bid shall contain the option to add or remove equipment if needed throughout the term of the contract and the costs associated with these. Included shall be the pricing and terms for the equivalent to each of the following:

• Desktop Monochrome Laser/Toner Printer

• Kyocera Ecosys M3540idn

• Kyocera TaskAlfa 3252ci

9. Sufficient staff training is required for knowledgeable operation and will be performed by the organization issuing the lease. Minimum training requirements are at the time of delivery, training at the start of each school year, and upon principal’s request.

10. Lessor maintains full time professional maintenance team which includes network professionals.

11. Additional costs that could exceed those projected in the lease must be clearly spelled out in the lease. At no time will any other additional costs be entertained.

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12. The lease payments will be negotiated between Bangor Township Schools and awarded vendor. Lease payments must be broken down between equipment rental and maintenance.

13. Delivery and setup of all copiers is expected by December 31, 2024, unless noted in bid.

14. Estimated copies districtwide are:

• Monochrome: 200,000/month

• Color: 20,000/month

15. Tentative Timeline:

• RFP Posted: 11/01/2024

• Bids Received: 11/22/2024 1:00pm

• Vendor Award (by the Board of Education): by 12/09/2024

➢ May be sooner (11/25/2024), based on quality and quantity of bids

• Vendor Delivery and installation: by 12/31/2024

➢ Will need to be coordinated with removal of current equipment to ensure no lapse of available devices.

SECTION III: OPTIONAL PRODUCTION MACHINE LEASE

In addition to the standard copier lease specified in the base bid, Bangor Township Schools is seeking proposals that include an additional option lease for a high-capacity production machine. This option should outline terms, costs, and specifications for a production-grade copier that can handle larger volumes and support advanced finishing capabilities such as lamination, posters, transfers, etc. Vendors are encouraged to provide separate pricing and service terms for this production machine option.

Proposals should detail:

• Specifications of the proposed production machine(s)

• Standard features of proposed production machine(s)

• Pricing for lease terms, including maintenance and service

• Monthly volume capabilities and any limitations

• Additional features or upgrades available for production use

See ATTACHMENT C for Production Machine Bid Sheet

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Familial Relationship Disclosure Statement

Important: This disclosure statement must be included with your bid as required by state law (Public Act 232 of 2004).

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 Bangor Township School District board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive officer of the public school academy. Bangor Township Schools – board, intermediate school board, or board of director shall not accept a bid that does not include this sworn and notarized disclosure statement.

I state that no familial relationship exists between the owner or any employee of the company and any member of the Bangor Township School

District board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive officer of the public school academy. If such a relationship exists, please explain:

By: _________________________________ Signature

Title: _________________________________

Date: _________________________________

Subscribed and Sworn to Before Me:

This ______ day of ______________, A.D., in and for the County of ___________, Michigan.

My commission expires ______________.

Signature of Notary

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Affidavit of Bidder

Iran Economic Sanctions Act

The undersigned, the owner or authorized officer of _____________ (the “Bidder”), pursuant to the Iran Economic Sanctions Act (MCL

129.313), hereby represents and warrants that it is not an “Iran linked business”.

Bidder: ______________________________

By: ______________________________

Its: ______________________________

STATE OF MICHIAN )

) ss.

COUNTY OF _____________ )

The instrument was acknowledged before me on the ___ day of _________, 20___, by

_________________________________, Notary Public

My Commission Expires: _________________________

Acting in the County of: _________________________

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Copier RFP 2024

ATTACHMENT A

All devices will be removed and/or replaced with the new lease. Included in the current lease are those highlighted in green.

Current Fleet

Name / Location Device

Type

Model Color OR

B&W

Fax Notes

Bus Garage A4 M3645idn B&W x Stand

Bus Garage Printer Canon MX300 Color

Administration Bld (Hallway) A3 Taskalfa 3525ci Color x Dual Drawers, Finisher

Administration Bld Printer HP Laserjet P1006 B&W

Administration Bld Printer Canon LBP236dw B&W

Administration Bld Printer HP Laserjet

P1505n

B&W

Administration Bld Printer HP Laserjet 4200n B&W

Administration Bld Printer HP Laserjet P1606 B&W

Administration Bld (Finance) A4 M3540idn B&W Drawer, Stand

Lincoln (Office) A4 M3540idn B&W Drawer, Stand

Lincoln (Work Room) A3 Kyocera 8002i B&W 2/3 Hole Punch, Finisher

Lincoln (Cafeteria) Printer HP Laserjet P1005 B&W

Lincoln (Office) Printer HP Laserjet M553 Color

North (Office) A4 Epson WFC5790 Color

North (Lounge) A4 M3540idn B&W Drawer, Stand

Central Elem A4 M3540idn B&W Drawer, Stand

Central Elem Printer P6235cidn Color

Central Elem (RM 17) A3 Taskalfa 8002i B&W 2/3 Hole Punch, Finisher

Central Elem (RM 12) A4 HP Pro MFP

477dn

Color

Central (Cafeteria Printer HP Laserjet P1005 B&W

West (Office) A4 M3540idn B&W Drawer, Stand

West (Teachers Lounge) A3 Taskalfa 8002i B&W 2/3 Hole Punch, Finisher

West (Cafeteria) Printer HP Laserjet P1006 B&W

West (Teachers Lounge) A4 Epson WF C5790 Color

Virtural School A4 M3645idn B&W x Stand

Middle School A3 Taskalfa 8002i B&W 2/3 Hole Punch, Finisher, 3000 sheet drawer

Middle School A3 Taskalfa 8002i B&W 2/3 Hole Punch, Finisher, 3000 sheet drawer

Middle School (Office) A4 M3540idn B&W Drawer, Stand

Middle School (Office) Printer HP Laserjet M553 Color

Middle School (MS Library

Desk)

Printer HP Laserjet

P4015n

B&W

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Middle School (Comp Lab

RM28)

Printer HP Color Laserjet

CP4005N

Color

Middle School (Comp Lab

RM28)

Printer HP Laserjet

P4015n

B&W

Middle School (Kitchen) Printer Canon

LBP6030dw

High School (Media Center) A3 Taskalfa 8002i B&W 2/3 Hole Punch, Finisher, 3000 sheet drawer

High School (Lounge C) A3 Taskalfa 7002i B&W 2/3 Hole Punch, Finisher, 3000 sheet drawer

High School (Work Room

Office - Media Center)

A4 M3540idn B&W Drawer, Stand

High School (Counseling Office) Printer HP Laserjet 4240n B&W

High School (Main Office) A4 Xerox Workcenter

Color

High School (Science Center) Printer HP Laserjet 4240n B&W

High School (Engilsh B1) Printer Canon IC

LBP226n

B&W

High School (Kitchen Office) A4 Epson WF Pro

C5790

Color

High School (Kitchen) A4 Brother DCP

L2550dw

B&W

High School (Comp Lab D5) Printer HP Color Laserjet

CP4025

Color

High School (Athletics Office ) Printer HP Laserjet

P4015n

B&W

High School (Athletics Office ) A4 Epson WF Pro

C5790

Color

High School (Math) Printer HP Laserjet P3015 B&W

High School (Trainers Office) Printer HP Laserjet

Pro400

B&W

High School (Media Center

Office)

Printer HP Laserjet

P4015n

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ATTACHMENT B

Please note that all locations except BTVS should have (1) color option (highlighted) – this is not currently the case.

Building Office Current Model Proposed Model Lease Price Maintenance

Agreement Price

Bangor Edison Curriculum n/a - Desktop Request

Bangor Edison DPSI n/a - Desktop Request

Bangor Edison Finance 1 Kyocera Ecosys M3655idn

Bangor Edison Finance 2 n/a - Desktop Request

Bangor Edison Front Office 1 n/a - Desktop Request

Bangor Edison Front Office 2 n/a - Desktop Request

Bangor Edison Hallway Kyocera TASKalfa 3554ci

Bangor Edison Human Resources n/a - Desktop Request

Bangor Edison Superintendent n/a - Desktop Request

John Glenn High School Athletics Office n/a - Ecosys M3655idn*

John Glenn High School Department Office n/a – Desktop Request

John Glenn High School Kitchen Office n/a - Ecosys M3655idn*

John Glenn High School Jones Room n/a - Desktop Request

John Glenn High School Lounge Kyocera TASKalfa 7002i

John Glenn High School Main Office n/a - Ecosys M3655idn*

John Glenn High School Maintenance n/a - Desktop Request

John Glenn High School Media Center Kyocera TASKalfa 8002i

John Glenn High School Yearbook n/a - Desktop Request

Christa McAuliffe MS Main Office Kyocera Ecosys M3540idn

Christa McAuliffe MS Workroom Kyocera TASKalfa 8002i

Christa McAuliffe MS Lounge Kyocera TASKalfa 8002i

Christa McAuliffe MS Yearbook n/a - Desktop Request

Christa McAuliffe MS Kitchen n/a - Desktop Request

Bangor Central Main Office Kyocera Ecosys M3540idn

Bangor Central Workroom Kyocera TASKalfa 8002i

Bangor Central Kitchen n/a - Desktop Request

Bangor Lincoln Main Office Kyocera Ecosys M3540idn

Bangor Lincoln Workroom Kyocera TASKalfa 8002i

Bangor Lincoln Kitchen n/a - Desktop Request

Bangor West Lounge Kyocera TASKalfa 8002i

Bangor West Main Office Kyocera Ecosys M3540idn

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Bangor West Kitchen n/a - Desktop Request

Bangor Twp. Virtual BTVS Kyocera Ecosys M3645idn

Bangor North Lounge Kyocera Ecosys M3450idn* n/a Office 1 Desktop Request** n/a Office 2 Desktop Request** n/a Office 3 Desktop Request** n/a Office 4 Desktop Request** n/a Office 5 Desktop Request** n/a Office 6 Desktop Request** n/a Office 7 Desktop Request** n/a Office 8 Desktop Request** n/a Office 9 Desktop Request** n/a Office 10 Desktop Request** n/a Office 11 Desktop Request** n/a Office 12 Desktop Request**

Model Proposed Model Additional

Equipment Cost

Additional

Service Cost Pricing to ADD during term of lease (Monochorme) Desktop Request

Pricing to ADD during term of lease (Monochorme) Kyocera Ecosys M3540idn

Pricing to ADD during term of lease (Monochorme) Kyocera TaskAlfa 3252ci

*Not currently in place, seeking equivalent **include in lease; removing non-leased equipment from offices and classrooms; added to prepare for consequences

NOTES:

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Optional Production Machine Lease

ATTACHMENT C

Proposed Model Lease Price

Maintenance

Agreement Price Features / Capacity

Notes: