Copy Machines 2024.pdf

Pinconning Area School District 2024 Copier Request for Proposal

Invitation to Bid

The Pinconning Area School District, hereby known as “District” will accept sealed bids to this request for proposal at the following address:

Pinconning Area Schools - Sealed Bid Business Office -Attn Kathryn Newell 605 W. Fifth St.

Pinconning, MI 48650

Acceptance

This RFP is not an offer to enter into a contract, but rather a solicitation for bids. All bids must be submitted and received at the District by 1:00 P.M. November 14, 2024.

● No oral bids will be considered.

● The Bidder shall be responsible for timely delivery of the bid. The district shall not be liable to any bidder for delivery or postal delays.

● No bids will be considered after the above listed date and time.

● If the District is closed due to unforeseen circumstances, bids will be due the next day the District is open at the same time.

Bid Opening

All timely submitted bids received by the District will be opened in the Administration Office for recommendation to the Board of Education at a future regularly scheduled meeting.

Pre-Bid Meeting

A Pre-Bid Meeting will take place on November 6, 2024 at 10:00 A.M. Please meet at the Admin Office 605 W. Fifth St.

Pinconning, MI 48650 for this meeting. If you plan to attend the meeting please email your intent to Kathryn Newell at newellk@pasd.org as soon as possible.

General Conditions

The District’s Board of Education reserves the right to reject any and all bids in whole or in part and accept any bid or portion of the bid that, in their opinion best serves the interests of the District.

The Vendor will be expected to adhere to the bidding guidelines and the specific quantities/items requested. Any substitutions or alternate bids to what is specified are allowed but must be in addition to a regular bid and must be clearly identified as an alternate to the original specifications.

Any available discounts must be considered and applied to the bid. The Vendor must also specify if pricing is reflective of State-Wide collaborative bidding projects (REMC, MiCTA, etc.)

The selected vendor must, at all times, keep the premises free from accumulations of waste materials, caused by the work; and upon completing the work, must remove all work related rubbish from and about the building(s).

Bids must be fully itemized with all labor/equipment/travel/shipping costs included. Any warranties, service plans, or optional add-ons that require additional cost will be clearly labeled and listed separately on the bid.

All bids must include the estimated date(s) of delivery after award of the bid. The timetable for installation of all new machines must be coordinated with our current vendor for the removal of the existing machines.

The District reserves the right to increase or decrease quantities, or modify the specifications.

Partial bids will be considered but must be clearly labeled as such.

The District adheres to a mandatory no smoking policy on school premises and/or at school functions. All bidders shall comply with this no smoking policy.

Bidders must submit proof of Non-Iranian business per legal Iran Linked Business Affidavit.

Products and Services Specifications

The District is accepting bids for Copy/Facsimile machine/service according to the specifications and quantities listed in the table below and supporting paragraphs:

Location Number Approx. Total Pages Per Month/Area

Trays Tray Sizes Color/Black and White

Admin 1 7,500 * See Below

** See Below

B/W

HS Office 1 8,000 * See Below

B/W

MS Office 1 4,000 B/W

Counseling Office 1 3,500 B/W

HS/MS Library 2 125,000 * See Below

B/W

Central Lounge 2 90,000 * See Below

B/W

Linwood 1 32,000 * See Below

B/W

Advancement Academy

1 3,500 B/W

* Machines will need to accommodate several reams of Regular size paper ** Machines will need to include Regular & Legal Trays

The District will accept outright purchase bids or bids for lease not to exceed three(3) years.

All bids must include service/support costs, supplies costs, any fees charged to remove old units and set-up new units.

Bids also must include:

● Price Per Copy for each machine

● Pages Per Minute for each machine

● Any and all overage costs if the pricing model is charged per copy

● Travel/Service costs for service visits after the initial install/setup

Finally, The District requires that all devices are able to perform the following functions:

● Scan to email (specifically Gmail, we do have an sTunnel server available)

● High quality scans to .jpg and .pdf (some machines default to .TIFF at higher resolutions and contrasts, this will not work for us)

● Print on envelopes

● Scan in color

● Finishing services

● Network printing

● Scan to an existing folder on a server

● Secured printing from computers by entering a keycode at the machine

● Print management/metering software (papercut, etc.)

Thank you for taking the time to bid on our project. We look forward to your response.