Document Imaging RFP.pdf

Request for Proposals

For

District Document Imaging

Issue Date: 3-13-2019

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Byron Center Public Schools (the “School District”) is seeking proposals for Document Imaging. The purpose of this Request for Proposals for Document Imaging (the “RFP”) is to obtain sealed proposals from professional and qualified vendors who can provide Document Imaging in accordance with the terms and conditions of this RFP. The School District expects to have the majority of the work completed by July 28th, 2019 with the exception of the high school. The School District will select one experienced and qualified vendor to proceed with the negotiation process from those submitting Proposals. Past experience will also be judged through the references of each entity.

SCHOOL DISTRICT PROFILE

The School District operates seven educational building including: One High School Building, One Middle School Building, One Intermediate Building, Three Elementary Buildings, One Early Childhoods Center, One Administration Building, and one Bus Garage.

PROPOSAL SUBMISSION DEADLINE AND REQUIREMENTS

The Due Date for submission of Proposals in response to this RFP is: April 15th, 2019 at 11:00 a.m. Local Time (the “Due Date”)

All Proposals must be delivered to the School District’s Administration Office on or before the Due Date as follows:

Byron Center Public Schools Attn: Tamera Powers, Chief Financial Officer 8542 Byron Center Ave. SW Byron Center, MI 49315

All Proposals must be marked “Document Imaging” in the lower left-hand corner of the Proposal package.

Oral, E-Mail or Facsimile Proposals will not be accepted. Any Proposals received after the Due Date listed above will not be accepted or considered and will be made available to the respective vendor, unopened, for pick-up at the vendor’s sole expense.

At the specified location and Due Date stated above, all timely submitted Proposals shall be publicly opened and dated. Any interested parties may attend. No immediate decision will be rendered.

Proposals must be presented in the format requested. Proposals not submitted in the prescribed form may be rejected at the sole discretion of the School District. Vendors are to provide three (3) hardcopies of any Proposal within the sealed package as well as one electronic Proposal.

The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive

- 2 -any irregularity or informality in the RFP process or any Proposal, and the right to award the contract to other than the lowest bidder. The School District reserves the right to request additional information from any or all bidders. All Proposals shall be considered firm for ninety (90) days after Due Date for Proposals.

Requests for clarification or questions on bidding procedures or specifications may be directed to Russ Gerbers Technology Director by e-mail at rfp@bcpsk12.net by April 3rd, 2019 1:00 p.m.

There will be one mandatory pre-bid meeting on Tuesday, March 26th, 2019 at 3:00pm.

The pre-bid meeting will take place at Byron Center Administration Building: 8542 Byron Center Ave SW, Byron Center, MI 49315.

From the issue date of this RFP until a vendor is selected and the selection announced, a prospective vendor shall not communicate about the subject of this RFP or a vendor’s Proposal with the School District, its Board of Education, or any individual member, administrators, faculty, staff, students, or employees, except for Russ Gerbers, Technology Director.

The School District intends that all vendors shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a vendor shall be effective unless confirmed by written communication contained in an addendum to this RFP, a request for clarification/question or other written response thereto, or in the Proposal.

A recipient of this RFP is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a Proposal, or otherwise responding to this RFP, or any negotiations incidental to its Proposal or this RFP.

Each vendor certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same subject matter and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

The following outlines the information that must be provided by each vendor and the required format for its Proposal. Any Proposal not providing the required information, or not conforming to the format specified, may be disqualified on that basis. Proposals must: (i) demonstrate an understanding of the scope of services desired under this RFP; (ii) services, including the features of each, proposed by the vendor; and (iii) include all necessary information to enable the School District to thoroughly evaluate each vendor’s overall experience, expertise, qualifications and ability to deliver the services in accordance with the requirements and obligations of this RFP. Each Proposal shall also include any other information or explanations that the vendor feels is/are significant with respect to the School District making an informed decision relative to its Proposal.

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Tab Contents Section

General Vendor Information I

Organizational Structure and Philosophy II

Staffing III

Document Imaging IV

Other Financial Considerations V

References VI

Attachments VII

Appendix A: Familial Relationship Disclosure Form Appendix B: Affidavit of Compliance-Iran Sanctions Appendix C: Certificate of Liability Insurance Appendix D: Organization Charts Appendix E: Sample Contract Appendix F: Bid Form

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I. General Vendor Information

The following items are of interest to the School District concerning each vendor. As a quality business relationship is important, each vendor should include anything else it feels the School District should understand about its company and/or Proposal. Please answer the following questions if they are applicable. If not, please indicate with a "N/A" response.

1. What is the legal name of your company?

2. Please state the number of years your company has been in business.

3. Are you a subsidiary, affiliate, or franchise? If yes, what is the name of your parent company?

4. What are the headquarters’ location address and relevant phone numbers?

5. What is the company ownership structure?

6. How many employees do you have locally?

7. Outline the insurance coverage you carry.

8. Provide Federal tax identification number.

9. Describe all past and present lawsuits or legal actions that your company has had in the past three years. Also, please state whether these actions have had a material effect on the financial condition of your company.

10. Explain your ability to provide and install Document Imaging Devices?

11. Has your company filed for “Chapter 11” within the past five years? If yes, how will this affect your ability to provide service?

12. What kind of geographical classification applies to your company?

a. Local: (i.e., operates only one city)

b. Regional: (i.e., operates only in one geographical location)

c. Multi-Regional: (i.e., in more than one region but not national)

d. National: (i.e., provide services across the U.S. only)

II. Organizational Structure and Philosophy

1. How is your organization structured locally and how does this structure support your ability to provide the equipment and services you are proposing?

2. What differentiates your organization from your competition?

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3. Describe your customer satisfaction guarantees and any warranties which are part of the equipment and services in your Proposal.

4. To meet the level of uptime expected, vendors are expected to incorporate onsite support to manage machine failure and restore operation to said failed equipment.

Describe your guaranteed account support structure to meet the above requirement.

III. Staffing

1. How many Service Technicians do you have in the local area?

2. Please attach an organizational chart of your support teams for the School District, locations, indicate their names, titles, telephone numbers, areas of responsibility, years of experience in the industry, current organizations each team member is providing service to and years with your company.

3. Describe the process for notification when service is needed. How are service calls communicated to the technicians? What is your call back timeframe? What is your maximum allowed response time for a Service Technician to arrive onsite at the School District?

4. Outline your training programs for your Service Technicians.

5. Describe your company’s maintenance program. What is included in preventative maintenance and how often does this occur?

6. What is your company’s policy when the actual useful life of purchased equipment is less than contracted service agreement period?

7. 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.

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IV. Document Imaging

Byron Center Public School is looking at replacing all the current devices in the district with new devices. The detailed specifications for each type of device are listed below. All machines in each category has to meet or exceed the minimum requirements listed below.

The School District also wants to make sure they are able to track printing by users using PaperCut MF. All machines must be must have a license for PaperCut MF. The winning vendor is also responsible for installing and configuring it on the devices. The winning vendor must also work with the district to install and configure PaperCut MF on a district supplied virtual server. The district does not currently own or use Papercut MF.

Installation of equipment and management software onto the school district’s network and the installation of scan to email PDF files, secured fax retrieval and set up of accounting and document management software and unique individual user access, by July 28, 2019 or a date mutually agreed upon by both the School District and successful vendor. The district does have a few spaces that are under construction and will not be ready for installation until just before the start of school August 27th. It is the expectation that the selected vendor will work with the district in getting these printers installed as the construction projects finish up. These spaces will include a large addition to the High School, Nickels Intermediate Office and Staff Workroom, as well as Marshalls Elementary Office.

Staff training is a huge key to the successful deployment of new copiers. The winning vendor will be responsible for providing comprehensive training to each building at the start of the school year. The winning vendor will also have to provide annual refresher training to staff at the start of each school year. The comprehensive training will take place no later than August 14th for office staff, and August 21st for teaching staff. The district will work with the winning vendor to setup these training.

To insure longevity of the equipment the vendor and the district will meet annually to determine placement of equipment based on usage volume. Vendor will be responsible for all relocations of equipment.

It is understood that the School District 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.

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Equipment Requirements

Production MFPs

• 90 pages per minute

• Finisher (3000 sheet finisher, 50 sheet stapler, Hole Punch)

• High Capacity Side Cart

• One pass two-side scan

• Paper Sizes (Letter, Legal and Ledger)

• Power Requirement 208V

Color MFPs

• 60 pages per minute

• Finisher (1000 sheet finisher, 50 sheet stapler, Hole Punch)

• One pass two-side scan

• Fax

• Capable of feeding envelopes for printing

Black and White MFPs

• 60 pages per minute

• Finisher (1000 sheet finisher, 50 sheet stapler, Hole Punch)

• One pass two-side scan

Desktop Color MFP

• 50 pages per minute

• 500 Sheet Capacity Tray

• Paper Sizes (Letter, Legal)

• Fax

Desktop Black and White MFP

• 35 pages per minute

• 500 Sheet Capacity Tray

• Paper Sizes (Letter, Legal)

Printer Requirements

• 50 pages per minute

• 500 Sheet Capacity Tray

• Paper Sizes (Letter, Legal)

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Additional Requirements of all Machines

a) All equipment technology must be digital and certified as new.

b) All proposed equipment must be from the same manufacturer. All devices in each category needs to be the same make and model.

c) All MFP machines must be able to duplex, enlarge and reduce.

d) All MFP will be able to scan no less that 600dpi in black & white and color.

e) All MFP must be able to scan to one or more email addresses as well as a

Google Drive folder.

f) All MFP need to be able to scan to a searchable PDF.

g) All machines should handle a variety of paper weights and types.

h) All toner replacement must be made using sealed cartridges or equivalent rather than bulk chemicals so that there is no need to come in contact with toner.

i) All MFP machines should have a digital touch screen control panel.

j) All MFP machines need to come equipped with a card reader. The current card the district uses is: ISOProx II, SETEC, 37 BIT, Format S10401, OEM Code:9

k) All machines need to be able to report their meter count electronically. The district will not pull manual meter reads.

l) All machines need to come with a surge protector.

m) Each piece of equipment must ship and be delivered with two extra toners attached.

n) All digital copiers shall have a bypass tray for the purpose of printing on specialized stock.

o) All machines should must be able to operate under standard power outlet unless noted otherwise in the device specifications.

p) All machines must be Mac capable.

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Building Needs

Each building at Byron Center Public Schools has its own printing needs. Listed below are each building device needs. Please provide pricing for each building based off the following building devices.

High School

• Production MFP 2

• Color MFP 3

• Black and White MFP 3

• Desktop Black and White MFP 4

• Printers 3

Middle School

• Production MFP 2

• Color MFP 1

• Black and White MFP 2

Nickels Intermediate School

• Black and White MFP 2

Brown Elementary

• Production MFP 1

• Desktop Color MFP 1

• Black and White MFP 2

Countryside Elementary

• Production MFP 1

• Black and White MFP 3

Marshall Elementary

• Black and White MFP 1

Early Childhood Center

• Black and White MFP 1

Administration Building

• Color MFP 3

• Desktop Black and White MFP 2

Bus Garage

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Maintenance and Service

Byron Center Public Schools is also looking at going into a maintenance agreement for service on the devices for five years with an optional six year if the District feels the devices are meeting their needs. The School District currently makes about nine million black and white copies a year as well as about a half of million color copies.

Please see the list of requirements below for the maintenance agreement.

• The Copier/Printer Maintenance portion of the proposal must be a total supply inclusive contract to include toner, developer ink, staples and masters. (exclude paper)

• The Copier/Printer Maintenance portion of the proposal must include all parts, labor, trip charges, drums, toner, developer, staples and PM No exclusions allowed.

• It is understood that the School District 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.

• All collection of meter counts will need to be done automatically.

• All units will be networked and will be monitored electronically for repair and toner/ink status.

• All units will have a unique identification number with service phone number for staff to call in service support.

• Repairs Vendor shall guarantee the availability of replacement parts, applicable accessories and equipment within four (4) hours of such report. If a defect(s) remains unresolved for a period of 48 hours or more, the vendor will provide the School District with a comparable loaner unit, including installation, at no charge.

• Please indicate the ongoing Copier/Printer Maintenance portion of the Proposal on a Cost Per Copy Rate (click):

Cost per Copy Black and White Color

Years One - Five Optional Year Six

Used Equipment Buyback

A. The District’s current copy/printer hardware is in good condition. Please provide a proposal to buy the old equipment from the District. The proposal must include removal of old equipment as well as removal all district data from the hard drive on the devices. In Appendix G you will find a list of the equipment.

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V. Other Financial Considerations:

A. Do you charge for scanning?

B. If Yes, Cost per Scan $

C. Cost of Fax Received $

D. Cost of Fax Sent $

NETWORK INSTALLATION SERVICES

The School District expects that all Proposals include any necessary network installation services to install the management software and place all equipment onto the School District’s network. NOTE: Any additional costs related to network programming assistance to install the requirement management software are to be specifically identified. If not noted, it will be assumed that the costs are built into the cost of purchase or maintenance - cost per copy/click.

E. Please indicate who will provide network installation and support services for the initial install of this equipment and related software.

F. Please indicate the number of hours of network support included after install.

I. Please indicate any additional costs for firmware and software updates.

J. Please indicate any additional costs for maintenance of network, printing, scanning and fax functions.

K. What are your billing terms and acceptable forms of payment?

L. Please describe any "special features" or "extras" which you have included in your

Proposal that are outside of the RFP specifications. (Examples: Adding a saddle stitching component to a copier, additional equipment, etc.

VI. References

A. Please provide four local references where you have implemented similar equipment and services. (Preferably all K-12 public school institutions located within the counties of Allegan, Barry, Kent, Ionia, Montcalm, Muskegon, Newaygo, and Ottawa).

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VII. Required Attachments

A. Please provide the following:

1. Familial Relationship Disclosure Form (Appendix A)

2. Affidavit of Compliance – Iran Economic Sanctions Act (Appendix B)

3. Certificate of Liability Insurance (Appendix C)

4. Organization Chart – (Appendix D)

5. Sample Contract – (Appendix E)

6. Bid Form (Appendix F)

7. Terms and Conditions

8. W-9 Form

9. Product Guarantee

10. Bib Bond

11. Certificate of Workers’ Compensation Insurance

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Appendix A: Familial Relationship Disclosure Form

All Bidders must complete the following familial disclosure and attach this information to the bid.

By the attached sworn and notarized statement we are disclosing the following familial relationship(s) that exist between the owner or any employee of the bidder and any member of the Byron Center Public Schools Board of Education, Superintendent, School Director or Principal. Byron Center Public Schools will not accept a Proposal that does not include this sworn and notarized disclosure statement.

Disclose any familial relationship and complete the form below in its entirety:

The following are familial relationships as described above (provide employee name, family contact name, family contact position and familial relationship or NONE.)

Signature(s): Title

Name of firm:

STATE OF MICHIGAN)

) SS

COUNTY OF )

On this , 20 , before me a Notary Public in and for said county, personally appeared , agent of the said firm and who acknowledged the same to be his free act and deed as such agent.

Notary Public

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Appendix B: AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANTIONS

ACT

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized office of the below-named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Byron Center Public Schools’ (the “School District”) Request for Proposals For Document Imaging(the “RFP”), 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 Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contactor will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Contractor 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 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 it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

By: _________________________________

Its: _________________________________

Date: _________________________________

STATE OF _________________)

)ss.

COUNTY OF________________)

This instrument was acknowledged before me on the __________ day of ___________________, 20__, by ___________________________________.

,Notary Public

______________________County, ____________

My Commission Expires: ____________________

Acting in the County of: _____________________

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Appendix C: Certificate of Liability Insurance

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Appendix D: Organization Charts

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Appendix E: Sample Contract

The School District expects each vendor to include its appropriate purchase or leasing documents in its Proposal for consideration by the School District. Submitted contractual documents of the successful vendor may be subject to negotiation, and the following terms and conditions shall be included or incorporated into any purchase or leasing document between the School District and the selected vendor. For purposes of these provisions, “Contractor” means the successful vendor; and “Agreement” means the contractual document entered into between the School District and the successful vendor.

1. Insurance. Contractor agrees that it shall maintain commercial general liability and automobile liability coverage with minimum combined single limit, bodily injury and property damage liability of not less than One Million Dollars ($1,000,000.00) per occurrence/aggregate. Contractor further agrees that it shall maintain workers’ compensation coverage with statutory limits and will also maintain employers’ liability coverage with a limit of at least Five Hundred Thousand Dollars ($500,000.00) for each accident. School District is to be included as an additional insured on both the commercial general liability. The general liability is to be issued on an occurrence-made basis. Contractor agrees to provide School District with current, valid insurance certificates evidencing required coverages under the Agreement with required policies or certificates of insurance properly endorsed to give School District at least thirty (30) days’ notice of cancellation or material reduction of insurance coverage. Insurance provided by Contractor must be placed with insurers that meet a minimum Best financial rating of A:10.

2. General Indemnification. Contractor agrees to indemnify and hold harmless and defend the School District, its Board and its Board members in their official and individual capacities, its successors, assignees, employees, contractors and agents from and against any and all claims, costs, expenses, damages, and liabilities, including reasonable attorney’s fees, arising out of the (i) negligent act or willful misconduct of the Contractor, its officers, directors, employees and agents; (ii) any breach of the terms of the Agreement by Contractor; or (iii) any breach of any representation or warranty by Contractor under the Agreement.

3. Governing Law. The Agreement shall be construed in accordance with, and its performance governed by, the laws of the State of Michigan.

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Appendix F: Bid Form

All bids are due by 11:00 a.m. on April 15th, 2019.

Name of Company _________________________________________________________

Address __________________________________________________________________

Specification Sheet and Description to be provided: Document Imaging:

Device Cost: _______________

Support Cost Per Click Years 1 - 5: _______________

Support Cost District Option Year 6 _______________

Purchase District Used Devices _______________

I agree to abide by all of the provisions stated in the specifications if awarded the “Access Control Upgrades” contract by Byron Center Public Schools.

Date: ___________________ Company: __________________________

Signature: _______________________________

Title: ___________________________________

Phone: _________________________________

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Appendix G – District Devices for Sale

Make/Model January

B&W January

Color February

B&W February

Color Xerox - 6360dn 25,379 24,398 25,656 24,761 Xerox - 6400x 118,472 61,289 119,071 61,763 Xerox - 6360dn 106,850 81,025 107,385 82,152 Xerox - 6400x 85,044 90,364 85,460 90,607 Xerox - 7120 195,244 100,681 198,775 101,879 Xerox – 7845 375,775 116,041 382,798 119,021 Xerox - 6360dn 45,871 143,708 46,087 144,217 Xerox - 6360dn 42,875 145,811 43,036 146,887 Xerox - 6360dn 32,964 243,058 33,142 245,637 Xerox - 6360dn 57,249 302,542 57,727 304,279 Xerox – 7845 381,170 316,847 35,893 321,709 Xerox - Color 570 628,235 320,556 633,611 323,130 Xerox - 6400x 180,825 426,177 181,784 429,757 Xerox - 4510dt 60,134 60,134 Xerox - 4510dt 38,472 39,036 Xerox – 3315 21,077 21,341 Xerox - 3635MFP 85,878 86,178 Xerox - 3655x 18,687 19,263 Xerox – 4250 36,027 36,498 Xerox - 4510dt 36,289 36,289 Xerox - 4510dt 48,081 48,081 Xerox - 5225A 529,493 534,044 Xerox – 5335 108,999 111,614 Xerox – 5855 859,814 875,816 Xerox - 5855 522,608 529,022

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Appendix G Continued – District Devices for Sale

Make/Model January

B&W January

Color February

B&W February

Color Xerox – 5875 1,043,716 1,074,947 Xerox – 5875 1,833,017 1,893,412 Xerox – 5875 2,256,227 2,306,021 Xerox – 5875 921,582 931,807 Xerox – 5875 1,533,077 1,554,936 Xerox – 5875 325,610 336,027 Xerox – 5875 787,553 825,712 Xerox – 5875 958,787 1,000,076 Xerox – 5955 942,359 956,016 Xerox – 5955 918,126 945,762 Xerox – 5955 153,499 157,210 Xerox - D95 3,156,824 3,231,136 Xerox - D95 2,518,875 2,562,317 Xerox - D95 2,368,018 2,418,893 Xerox - D95 4,614,075 4,692,641 Xerox - D95 3,817,094 3,896,325 Xerox - D95 2,977,762 3,032,976