Copy Machine RFP 20210709.pdf

JKL Bahweting School

Request for

Copy Machine

Theresa Kallstrom

School Superintendent

Date:

July 9, 2021

RFP#20210709.01

Prepared by:

Becky Aldrich

Director of Business and Finance

JKL Bahweting School – RFP#20210709.01 Request for Proposal

GENERAL INFORMATION

Scope of the Project

JKL Bahweting School seeks pricing from qualified vendor(s) for a digital copy machine.

Bid Submission

Bid closing is July 26, 2021 at 12:00 p.m. EST at which time all received bids will be publically opened. All bids received after closing will automatically be rejected. Bids must be sealed and clearly marked “Copy Machine” and addressed to the attention of the Director of

Business and Finance. Fax and electronic bid submissions will be not accepted.

Sealed bids will be received at:

JKL Bahweting School

Attn: Director of Business and Finance

1301 Marquette Avenue

Sault Ste. Marie, MI 49783

Any questions concerning this bid request or any requirements should be directed to:

Theresa Kallstrom, Superintendent,

(906) 635-5055 ext. 105, tkallstrom@jklschool.org

A copy of this bid request can be found at: http://www.jklschool.org/rfp

JKL Bahweting School reserves the right to accept or reject any or all bids, is not bound to accept the low bid, and reserves to right to waive any minor discrepancies or technicalities in the bid or specifications when deemed to be in the best interest of the school.

Calendar of Events

Release of Request to Bid July 9, 2021

Bid Closing (12:00 p.m. EST) July 26, 2021

School Board Approval August 10, 2021

Notification of Award August 11, 2021

Product Specifications

Minimum copy speed 75 pages per minute

Copy size: 5.5” x 8.5” to 11” x 17”

Document feeder capacity: 100 sheet single pass duplex (2-sided copies)

Min 160 GB Hard Disk Drive

Large capacity tray – 4000 sheets

Paper feed: Standard: Tray 1, Trays 2 & 3 and bypass

Output jogger unit

True 1200 x 1200 dpi resolution

Incremental zoom capabilities

Reproduction ratios

3000 sheet finisher unit with 50 sheet stapler capacity

Punch kit

Delivery, Set-up and training

Vendor must deliver and set-up copy machine

Vendor must provide training to 6 or more employees mailto:tkallstrom@jklschool.org http://www.jklschool.org/rfp

Purchase and Lease Options

Please provide information on purchasing options including leasing arrangements and purchasing the copier machine outright.

Maintenance Agreement

Maintenance and repair calls must be performed within twenty-four (24) 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 or similar causes. The intention is that necessary repairs be made.

It is the bidder’s responsibility to schedule preventive maintenance that meets those manufacturer’s recommendations. JKL Bahweting School requires 24-hour advance notice prior to performing preventive maintenance.

Bid Requirements

Vendor bid submissions that do not include all items listed below will be rejected without further review or consideration.

1. Company Information/References: Complete Appendix Form A

2. Pricing: provide cost to purchase copy machine and provide cost for a lease arrangement

3. Relationship Disclosure: Vendor must submit a sworn, notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and that of any member of the JKL Board of Education or School

Administrator. Complete Appendix Form B.

4. Iran Economic Sanctions Act: In compliance with Michigan’s Iran Economic

Sanctions Act (P.A. 517 of 2012), vendor is required to provide notarized documentation certifying that it is not an Iran linked business. Complete Appendix

Form C.

APPENDIX: FORM A

COMPANY INFORMATION

Company Information:

Name

Mailing Address

Telephone Number

Fax Number

Years in Business

Primary Contact Information:

Title

Telephone Number

Fax Number

Email Address

REFERENCES: Vendor must provide references from three vendors related to the service with a preference to a similar school environment.

Name Phone Number Business/School Name

Phone Number Business/School Name

Name Phone Number Business/School Name

APPENDIX: FORM B

FAMILIAR RELATIONSHIP DISCLOSURE

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familiar relationships that exists between the owner or any employee of the bidder and any member of the JKL Bahweting School Board of Education or the JKL Bahweting School

Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The members of the JKL Bahweting School Board of Education are: Norma Castro, Todd

Roe, Kara Batho, Steve Habusta, Fred Carr, Danielle Murdock, Sandee Strahan

The JKL Bahweting School Superintendent is: Theresa Kallstrom

The following are the familiar relationships:

There are none.

STATE OF ____________________)

)ss

COUNTY OF __________________)

The undersigned, authorized representative of bidder _____________________________ does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

Subscribed and sworn to before me this ______ day of __________________, ________.

Notary Public, _____________County of ________

My commission expires: ____/ ____/____________

APPENDIX: FORM C

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of the below named contractor (the

“Contractor”), pursuant to the compliance certification requirement provided in the JKL

Bahweting School’s (the “School District”) Invitation to Bid for “Copy Machine”, hereby certifies, represents and warrants that the Contractor (including its officers, directors, and employees) is not an “Iran linked business” within the meaning of the Iran Economics

Sanction Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event

Contractor is awarded a contract as a result of the aforementioned Invitation to Bid, the

Contractor will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for all 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 School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that is determined that the person submitted the false certification.

Name of Contractor

Signature: ___________________________

Print: _______________________________

Title: ______________________________

Date: ______________________________

STATE OF _______________)

) ss.

COUNT OF ______________)

Subscribed and sworn to before me this __________ day of ____________, _________.

Notary Public, ____________ County, ________

My commission expires: ____/ ____/ __________

Acting in the County of: ________