DRAFT.v10GMKv3.MFD-RFP.DOCX

REQUEST FOR PROPOSAL

Refreshing the Current Print Environment Reducing Reliance on Paper. Seeking a Partner for Effective Change Implementation

PROPOSALS MUST BE RECEIVED

NO LATER THAN 4 P.M., CDT, Friday, January 5, 2018

FOR FURTHER INFORMATION PLEASE CONTACT THE PROJECT MANAGER:

Rick Abreu, IT Support Manager

CITY-COUNTY INFORMATION TECHNOLOGY COMMISSION

407 GRANT STREET

WAUSAU, WI 54403-4783

(715) 261-6700

Table of Contents I. Guiding Principle (p3) II. Solicitation (p4) III. Instructions (p5-6) A. Responsibility B. Submission of Proposals C. Format Requirements D. Site visit and/or pre-bid conference E. Content Screening F. Evaluation of Proposals G. Oral Presentations H. Cost Liability I. Acceptance and Rejection of Proposals J. Restrictions of Proposals K. Sample Products L. Schedule of Events IV. Proposal Requirements (p7-8) A. Management Summary B. Corporate Data C. Proposer Terms D. Proposer Support E. Costs F. Proposed Contracts and Agreements G. Other General Proposal Requirements V. Description of Current Technology Situation (p9-10) A. Host Systems B. Network Environment C. Application Software D. Network Devices E. Network and Local Scanning Devices VI. Objectives, Specifications, and Requirements (p11-16) A. Purpose B. Long Term Objective C. General Objectives D. General Specifications E. Technical Specifications F. General Proposal Requirements VII. Response Format (p17) VIII. Attachments A. List of Current Networked MFD’s B. Marathon County and CCITC Standard Contract Terms and Conditions.

I. Guiding Principle - REDUCTION OF RELIANCE UPON PAPER DOCUMENTS The City County IT commission and its partners, Marathon County, City of Wausau and North Central Health Care anticipate many benefits to reducing their reliance upon paper documents. These are the five most compelling reasons for implementing this dramatic change in our operations:

A. Productivity Electronic documents are instantly and simultaneously available to everyone who needs them. That means fewer handoffs, less time lost in transit, reduced waiting times and less risk of loss or damage. Going electronic also offers the potential of rethinking workflows to save even more time and it improves teamwork because multiple people can work on documents at the same time.

B. Cost Savings

Studies have shown that the average office worker potentially generates up to 10,000 sheets of paper at an estimates cost of more than $500 per year. Multiply that by all the people who work in our offices and add in the cost of printers, copiers, toner, fax machines and other devices that can be dramatically reduced. Then add on the cost of filing cabinets and people to maintain them. Every 12 filing cabinets require one full-time employee to maintain them. Now consider that the information in those 12 cabinets can today be stored in a device that fits in the palm of your hand. That’s one reason that the ROI of reducing reliance on paper documents is usually counted in months.

C. Accessibility Employees in paper-intensive organizations, like local government, often spend up to a significant amount of time looking for documents, and studies have shown that7% of documents are lost or misfiled. For illustration, compare the ease of a Google search to the chore of visiting a library and looking through their book or periodical collection to find information. That’s the difference electronic processing makes.

D. Security This might seem an odd benefit to mention considering the frequency of recent cyberattacks, but electronic documents are more secure than printed ones. For one thing, digital records can be rendered unreadable through encryption. They can also be secured against printing, copying and sharing. Access controls can specify viewing privileges to a fine level of granularity. Audit trails reveal who accessed what documents and when.

E. Storage Costs of Retained Documents Paper files take up space and we have been forced to give up office space to file cabinets and boxes of documents. Reducing our reliance upon paper documents will greatly minimize their need for storage space as a single hard drive, or the Cloud, can store millions of documents.

II. SOLICITATION

The overall goal of this solicitation is to contract with a collaborative partner to assist the City County IT Commission (CCITC) and their partners, North Central Health Care (NCHC), Marathon County (MARCO), and the City of Wausau, to begin a process to reduce our overall reliance upon paper documents.

The CCITC and their partners are seeking to contract with an individual or entity to provide multifunctional devices for copying, printing, faxing, and scanning capabilities within various Marathon County, City of Wausau County and North Central Healthcare departments to replace the current agreement which expires in March 2018.

The CCITC, and their partners, are also interested in proposals to provide managed print services for networked laser printers for the above named entities.

The desired term of these agreements would be 5 years.

All aspects of this Request for Proposal will be in accordance with the Marathon County Procurement Code, Sections 3.01 through 3.16 of the General Code. A copy of the procurement code is available at the Marathon County Clerk’s Office, 500 Forest Street, Wausau, Wisconsin 54403. The General Code contains various policies which are applicable to this procurement. These include prohibitions against gratuities and kickbacks.

CCITC reserves the right to reject, in whole or in part, any and all proposals; to waive any technical deficiencies in the proposals; to accept the proposal and award final contract to the responsible offeror determined to be the most advantageous to CCITC and their partners. The contract shall be awarded in accordance with the terms and conditions of Section 3.05 (2) (g) of the procurement code. This solicitation may be canceled if doing so is determined to be in the best interests of CCITC and their partners. Upon award of the contract, all submitted documents become subject to the Open Records Law of the State of Wisconsin.

Response to Open Record requests during the RFP process - Sec. 3.05(2)(d), of the Marathon County Procurement Code, provides that: “No proposal shall be handled so as to permit disclosure of the contents of any proposal to any competing offerors during the process of negotiation. “ Upon completion of contract negotiations, the contents of proposals, ranking tabulations of proposals and the register of proposals, kept by the county’s purchasing agent, shall be made available for inspection upon request. In accordance with sec. 3.05(2)(f), Procurement Code, Marathon County reserves the right to commence negotiations with one or more offerors whose proposals it deems to be most advantageous to the county. Only the identity of those offerors shall be subject to disclosure to competing offerors prior to completion of negotiations. However, Marathon County reserves the right to negotiate with any offeror at any time within the time specified for the validity of offers or proposals.

III. INSTRUCTIONS

A. Responsibility

1. It is the responsibility of all proposers to carefully read the entire Request for Proposal (RFP) which contains provisions applicable to successful submission and completion of a proposal. If you discover any ambiguity, inconsistency or error in the RFP, you must notify Rick Abreu, City-County Information Technology Commission, 407 Grant Street, Wausau, WI. 54403-4783 in writing. Only interpretations or corrections of the RFP made in writing by the CCITC are binding. You shall not rely on interpretations or corrections made in any other way. All requests for interpretations or corrections must be received by the CCITC no later than ten days prior to the deadline for submitting proposals. Request for interpretations and responses will be sent to all vendors obtaining the proposal documents.

B. Submission of Proposals

1. An original and three copies of your proposal must be submitted in one sealed container. An electronic copy of all proposal materials should be included on a CD, DVD, or USB Drive.

a. All Proposals must be received by 4:00 p.m. CDT. January 5th 2018. Actual receipt is required by that time, deposit in the mail is not sufficient. Submittals by FAX or E-Mail are not acceptable and will be rejected. Late proposals will not be opened nor returned to the bidder.

Proposal must be addressed to:

Proposals shall remain firm once submitted and may not be withdrawn for a period of ninety (90) days, subject to provisions for correction of error in the proposal as contained in Section. 3.05 (1) (g) of the procurement code.

The use of brand names is for the purpose of describing the standard of quality, performance, and characteristics desired and is not intended to limit or restrict competition.

C. Format Requirements Proposals must follow the format shown in Section VII and contain:

1. Information requested in Section III of this RFP. (Responses must be labeled by section and subsection to correspond with the related area of the RFP.)

2. A complete description of the services being proposed. Provide itemized and total cost of those services.

3. The proposal shall be typewritten and submitted on 8 ½" x 11" paper. It may be typed on one or both sides of the paper. If oversized sheets must be used, they shall be folded to conform to the 8 ½" x 11" size requirements. Please do not submit preprinted brochures or pamphlets which exceed the 8 ½" x 11" format.

D. Site visit and/or pre-bid conference [optional]

1. Prospective proposers/bidders will be afforded the opportunity to conduct a site visit/pre-bid conference to ensure that proposers/bidders are aware of site conditions and to allow bidders to ask questions and/or exchange information with CCITC staff. Site visit appointments would be available December 14th or 15th. Please contact in advance to set and appointment date and time. Earlier dates and time, depending on staff availability, may be available.

E. Content Screening Proposals will be screened to ensure that format and content requirements have been complied with and that proposer references have been included.

F. Evaluation of Proposals The evaluation of proposals will be based on the following (sequence does not imply importance):

G. Oral Presentations Based on our initial evaluation of the proposals received, CCITC reserves the right to request an oral presentation and/or demonstration by the proposer. Proposers shall be prepared to discuss/demonstrate all aspects of their proposal in detail. More than one presentation may be required of some proposers at the request of CCITC. CCITC reserves the right to request a written statement from the proposer after any oral presentation.

H. Cost Liability CCITC is not liable for any costs incurred in responding to this RFP or in any presentation.

I. Acceptance and Rejection of Proposals

1. CCITC reserves the right to accept or reject any part of the proposal from the responsible offeror determined to be in the best interests of CCITC and their partners.

J. Restrictions of Proposals Any restrictions on the use of the information in the proposal based upon confidentiality of information, proprietary interests, trade secrets, copyrighted information, or similar basis shall be clearly stated in the proposal. All proposals become the property of CCITC. This Request for Proposal is governed by the public records laws of the State of Wisconsin. All responses become public record upon award of the contract. If confidentiality is claimed by the proposer, the CCITC will notify the proposer of any request for such documents and shall defend non-disclosure of the documents as allowed by law. The proposer shall cooperate with CCITC in any such defense and agrees to indemnify and hold CCITC harmless for any costs of such defense.

K. Sample Products Any samples or demonstrations of products available or completed in previous projects may be submitted on hard copy, CD or DVD.

1. Delivered samples may be used to evaluate requirements of the expected product.

2. All sample products will become the property of the CCITC and will not be returned.

L. Schedule of Events

IV. PROPOSAL REQUIREMENTS

A. Management Summary Provide a synopsis of the proposal. The synopsis shall contain a brief statement of the features of the proposal. It should include an overall cost summary and general recommendations and conclusions.

B. Corporate Data Furnish a detailed background of your company's experience providing these services. Finalists will be required to furnish the company's most recent annual report and the last two years annual financial statements for proof of financial solvency.

1. Contact Person Provide the name and phone number of the person to whom the CCITC staff should address questions about the proposal.

2. References

a. Provide at least three (3) customer references with whom you have contracted or for whom you have performed similar services. If similar services were performed in Wisconsin, identify other projects by your firm or third-parties that have not been specifically addressed elsewhere in your proposal.

b. If your firm has been a party to arbitration, mediation, or a party defendant in litigation involving similar projects, state the identity of the customer, the nature of the proceedings, when and where the proceedings occurred, and any official file number or other identifier. Also state a summary of the issues and the results of the proceedings.

C. Proposer Terms

1. Offeror will state the expiration date of their proposal.

2. Offeror will state that expected term of contract will be 5 years with option to extend 1 year.

3. Billing procedures and effective terms will be mutually arranged upon acceptance of the proposal of the successful offeror.

4. For any costs outside a simple per page cost structure, the payment structure will be no more than 20% of any costs. The Respondent is encouraged to suggest relevant milestones for subsequent partial payments in its proposal. CCITC will withhold retainage from each milestone, with final payment of 30% being made upon Final Acceptance of the system by CCITC.

D. Proposer Support

1. The proposal must include a section that describes the offeror's ability to provide support in the support related areas specified in RFP Section VI:E: 3-7.

2. Proposed delivery and completion schedule including lead time between order placement, completion and delivery.

3. Specify the remedies you can support, and corrective measures that will be taken, to assure contract compliance and user satisfaction for all products.

E. Costs - Respondents must provide itemized and total costs of proposed services.

1. Itemized costs should include but not be limited to:

a. All per page (or per click) costs for MultiFunction Devices

a. Usage charges to be clearly stated for various potential output types including but not limited to, FAX, Copy, Print, Scan, Color, B&W, etc.

b. Software Costs (both up front and/or recurring for the 5 year term and any extension period)

c. Hardware Costs

d. Travel and living expenses. (installation and/or ongoing support)

e. Training

f. Maintenance

g. Customizations

h. Any Software maintenance agreement must cap future annual software maintenance increases to no more than CPI+1% over the previous year, for the 5 year term and any extension period.

2. Vendor will provide pricing based on a concurrent pricing configuration for all items listed.

3. Vendor should itemize pricing for optional or individual modules that may or may not be selected.

4. The vendor should note any special circumstances or limitations on the pricing provided.

F. Proposed Contacts and Agreements

1. Acceptance of, or deviations from, the standard contact terms and conditions in attachment B shall the clearly stated.

2. Contracts will state clearly that the RFP and the vendor’s RFP response are all included as part of the agreement.

3. Contracts shall be governed by the laws of the State of Wisconsin.

4. Contracts shall be effective on the date it is approved and signed by the CCITC and their partners.

5. All products generated as a result of this Request for Proposal shall become the sole property of the CCITC.

6. The successful offeror shall not assign any part of its interest in this agreement without the prior written consent of the CCITC.

7. The successful offeror shall be responsible for any and all permits required.

8. The indemnification language must be completely reciprocal.

9. We will agree on language that defines Final Acceptance that is the date after GoLive in which all critical and significant issues are resolved.

10. There will be performance penalties agreed to during contract negotiations which will penalize the vendor if milestones are not met on time or scope. If you cannot agree in principle now to these penalties this must be clearly identified in the RFP Exceptions section of your response.

11. Separate contracts will be signed by each of the 3 entities of this solicitation. (City, NCHC, Marathon County/CCITC)

G. Other General Proposal requirements:

1. The proposal must include a collaborative plan to ensure a 10% reduction in billed “clicks” for each of the 5 years of the contract. Collaborative plan should include quarterly meetings of an oversight committee consisting of representatives of the vendor, the CCITC, and its partners, in order to review progress, identify barriers, and produce measurable action plans to meet the 10% click reduction goal.

2. Detailed responses to address the ability of the proposer to meet the “Objectives, Specifications, and Requirements” Section VI, items B-F

3. Include a specific and clear section titled RFP Exceptions in the response. Identify each and every item in the RFP to which you are not able to meet all or part of the requirement.

V. DESCRIPTION OF CURRENT TECHNOLOGY SITUATION

A. Host Systems

1. The CCITC currently supports the following networked Host systems:

a. High Availability IBM iSeries servers (located in the Cloud)

b. Windows 2008 and Windows 2012 servers (physical and virtual)

i. Dedicated, by major entity, Print Servers.

c. 3Par and Lefthand SAN

d. Redundant VMware environment

B. Network Environment

1. The CCITC currently supports the following

a. Switched 100/1000 Mb Ethernet to the desktop

b. Power Over Ethernet

c. 10 Gigabit Ethernet backbone over fiber optic cable

d. High traffic hosts are Gigabit attached

e. TCP/IP protocol is currently supported

f. WAN services to several NCHC sites; DSL, private and leased point-to-point wireless, and leased fiber service

g. LAN to LAN VPN

C. Application Software

1. The CCITC currently supports the following major third-party application software products:

a. Laserfiche document management System

b. Tiburon Law Enforcement running on network servers

c. SunGard Public Sector Appraisal Plus running on the iSeries

d. Cayenta Financials running on the pSeries

e. IntelliTime Time and Attendance Software running on network servers

f. ESRI ArcGIS running on both network servers and the pSeries

g. Deketo Tract Index and Posse running on the iSeries and network servers.

h. Continental Billing System for Microsoft Windows

i. NetSmart TIER EMR system at North Central Health Care

j. Microsoft Exchange environment.

2. The CCITC also currently supports a number of internally developed software products and other miscellaneous department specific applications.

D. Network Devices

1. 1,800 networked Microsoft Windows WIN7/WIN10 PCs. Authenticate independently to Active Directory, IBM iSeries, and IBM pSeries

2. 450 Mobile devices (mix of Apple/Android Smartphones & Tablets)

3. Approximately 150 networked Laser Printers (mostly HP) currently owned by the individual entities and supported by the CCITC

4. 140 Networked Multifunction (Copy/Scan/FAX) Devices currently under contract until March 2018 (attachment A)

E. Networked and Local Scanning Devices (primarily supporting out Laserfiche Document management environment)(KOFAX and “other” based OCR capabilities)

1. Fujitsu desktop scanners.

2. Canon ImageFormula high capacity Scanners

3. Canon DR series Desktop scanners

4. Visioneer single feed scanners

5. Network folder scanning from current Toshiba Multifunction Devices

VI. OBJECTIVES, SPECIFICATIONS, AND REQUIREMENTS

A. Purpose

1. Primary purpose is to provide the City of Wausau, Marathon County, North Central Health Care and other CCITC customers with a 5 year plan to provide networked multi-function (FAX, Scan, Copy, Print) devices, and network printer inventory with a current, modern fleet with an eye towards increased efficiency thru ongoing reductions in printed output.

B. Long Term Objective

1. Establish an ongoing collaborative partnership with a vendor to assist CCITC and its partners to reduce the reliance on printed documents. This collaboration would involve regular opportunities for ongoing consultation to identify opportunities for continuous progress towards an overall reduction in the partners overall printed paper output.

C. General Objectives

1. The CCITC and its business partners are looking to enter into a new 5 year single prime contract for Multifunction devices and replacement and/or right sizing of networked laser printers through a managed print service assessment. This process would include all city and county buildings and office buildings of Marathon County, North Central Health Care, and the City of Wausau. CCITC, and its partners, has identified the need for new equipment, with additional administrative productivity and functionality and would like to create a more efficient copying, printing, scanning, and FAXing environment along with saving the County money. The intent of the CCITC and its partners is to develop a new contract where it can pay for what is used on a simple cost per page (per “click”) basis. Additionally, CCITC and its partners seek a collaborative partner to assist us in a stepwise, and overall reduction, in printed output across the term of the contract. A reduction in “click” counts of 10% in each of the contract years is the desired measurable outcome.

D. General Specifications

1. These specifications/scope of services are intended to be primarily goal-oriented versus prescriptive in nature. All items, details of construction, services or features not specifically mentioned which are regularly furnished in order to provide the services described herein shall be furnished at the proposed price and shall conform in strength, quality and workmanship to that usually provided by the practice.

2. Each and every aspect of the proposals must align with goals stated below.

a. Where appropriate, replace existing MF Devices with right-sized replacements.

b. Minimize the existing site networked printers if it makes sound financial sense to do so and not lose functionality moving forward and/or place (new from manufacturer) MFD’s as needed to maximize efficiencies.

c. Provide split billing between the County, North Central Health Care, and the City of Wausau. (including sub entity departmental billing detail)

d. Provide billing capabilities for departmental or cost center level detail beneath the above named entities.

e. Ability to provide tracking capabilities, in some areas, to the individual level.

f. Control/Simplify/Automate user level input to when using devices but still maintain accountability for sufficient tracking to provide the above (c,d,e) tracking and billing detail.

g. Certain County departments currently track and bill to the individual level using PaperCut software. This granular billing must be available within the new system.

h. Reduce and control the total number of printed pages.

i. Reduce and control color printing where desired.

j. Minimize as much as possible the per page cost inclusive of hardware, software, and labor through systematic managed print program.

k. Sustain a high level of reliability and service to staff and departments.

l. Provide a cost-effective solution with a reduction in operational costs.

m. Reduce the number of old and obsolete printers enterprise wide to reduce energy costs, maintenance time, and expense

E. Technical Specifications

1. OCR Software

a. The County requires an enterprise software solution that can create documents in multiple formats, text, PDF, Microsoft formats.

b. PDF files must be text searchable.

2. Multi-Function Devices

a. The County is looking for MFD’s that meet the following requirements:

i. Color printing where appropriate

ii. Capacity – 500 to 6,100

iii. Collate, 50 sheet staple, duplex

iv. Auto duplex/feed

v. Network fax and receive capable

vi. Account management interface with LDAP (Active Directory) (Single Sign On) - describe

vii. Network printing directly from Windows (i.e. Windows 7, 10)

viii. Interruption capabilities - describe

ix. All MFD’s should be able to scan in color whether the machine is monochrome or a color device

x. Job Queuing (visible and manageable at the device) - describe

xi. Bypass tray

xii. Input number of sheets appropriate to size of machine

xiii. Centralized and distributed management of user account tracking-integration with managed print solution - describe

xiv. Secure print (copy release) copy/printing solution - describe

xv. All initial equipment is to be NEW and/or unaltered from manufacturer

xvi. Average speed to be between 35 and 80 p.p.m

xvii. All devices must be connected to the CCITC network (connections to the network must not require use of broadcast protocols)

xviii. Support both Windows based print queues as well as IP direct printing.

xix. Minimum 600 x 600 dpi on all new equipment

xx. Envelope print/feed capabilities

3. Device Supply Reporting and Fulfillment

a. The winning vendor will provide automated supply ordering, inventory and automated meter collection. In addition, all automated supplies will be individually labeled with the correct machine and location that each supply was intended. (Meter collection must be TCP/IP. Broadcast protocols are not routed.)

4. Networked Laser printer managed print services. (optional but highly desireable)

a. In addition to MFD devices the CCITC and their partners wish to evaluate opportunities to move to a managed print service environment which would cover networked Laser Printers. This might include absorption of existing Laser printer inventory or replacement of existing devices.

b. Marathon County is looking for a description of your managed print service program. Please describe how your process works and how you determine the savings generated. The CCITC currently supports approximately 150 networked Laser printer devices. Most printers in current inventory are HP printers. Going forward the County desires to standardize printers, to the extent practicable, for the purpose of reduction in cost of supply inventories and ease of moving equipment from one location to another.

c. Provide the County and their partners with the “Right Sized” solution for printing and workflow efficiencies. Right sizing shall include but is not limited to the following. Describe your program and how it could support to overall guiding principles of this solicitation.

i. “Right Sizing” shall include removal and replacement of outdated or less efficient printers.

ii. Eliminate and/or replace MFD devices with smaller Laser Printers where appropriate.

iii. Eliminate and/or replace networked Laser printers with MFD devices where appropriate.

iv. Eliminate and/or replace higher cost per page machines or machines that have a higher cost of ownership

v. Eliminate and/or replace machines with high volume and are approaching potential high cost maintenance;

vi. Eliminate and/or replace machines that do not meet workgroup requirements.

vii. The County and its partners reserve the right to determine the minimum number and types of devices at any given location.

d. Manage 100% of the device maintenance, including all related supplies (excludes paper)

e. Provide status and usage reporting.

5. Print and Copy Reporting and Accounting

a. Specify the methods and tools used to handle device reporting to meet billing and tracking requirements as specified.

b. Rules based printing to control print usage

c. Centralized reporting for all devices that includes all applicable machine functionalities.

d. LDAP (Active Directory) authentication integration

e. Ability to use proximity cards for authentication

f. Card and/or pin based release of secure and follow-me (pull/push) print jobs in designated areas

6. Service, Supplies and Support

a. A very important part of this contract is the service and support of the covered devices

b. Dedicated Service Technician(s) - If a dedicated service technician is unavailable, describe coverage and response time.

c. Please indicate the number of local service technicians:

a. Within Marathon County

b. Within 50 Mile Radius of the City of Wausau

d. Please provide Company-wide Total number of local employees.

e. Please provide the number of factory trained/certified technicians and HP trained/certified technicians.

f. Provide current manufacturer certifications specific to proposal that vendor holds.

g. Certified Support Engineers within 50 mile radius of the City of Wausau

h. Certified Support Engineers company-wide

i. Uptime 98% or higher –please provide reference examples that support this uptime in organizations similar to Marathon County.

j. Please indicate standard technician response time (technician onsite in 4 hours or less), and how response time is calculated.

k. MICR check printing

l. ‘Green/Recycle’ programs and procedures; please describe any your company has in place.

m. Availability of automated service and toner supply ordering.

n. Explanation of HDD and Data destruction policy.

o. Explanation of how network attached printers are protected.

p. The County desires to standardize parts and supplies of all devices, to the extent practicable, within the overall goals of meeting the print needs at a lower cost. All parts and supplies should be new from manufacturer, unless approved by the Director of Information Technology.

q. Inventory of common replacement parts

r. On-hand loaners to increase uptime and create immediate redundancy if the needs arise.

s. Service escalation policy; include your company’s policy.

t. Marathon County will require a Service Level Agreement (SLA) to be developed with the vendor chosen. This will be negotiated upon the award of the RFP. Please include a sample SLA, if you have one.

u. Items that should be included in the SLA are:

a. Response time requirements and penalties

b. “Lemon” clause for any device with a high number of service calls.

c. Specification for locally available parts. (or next day drop ship)

d. Uptime of 98%

e. Penalties/Incentives to ensure SLA benchmarks

7. Training

a. Training will be provided for all equipment and software installed to the contracted entities. This training will be provided in three ways.

i. The first portion of training will be provided as a hands-on demonstration at a time/date determined by each department throughout the County.(typically at installation)

ii. The second portion of training will be in the form of customized training documentation created by the winning vendor with the input of the County’s staff for use with new employees. This documentation might include CCITC specific web based FAQ’s, youTube videos, or other documentation.

iii. The third portion would consist on “scheduled as needed” future training for situations where useful additional functionalities are implemented during the 5 year period of the contract.

9. Software Specifications

a. Any software maintenance is expected to have the first year included

i. Any software maintenance starts at Final Acceptance. – not at installation or Go0Live dates.

b. All data and information will be owned by CCITC, the City, or County

c. For Cloud Solutions

i. The contract will specify that we will be provided all of our data in a csv format at no cost within 5 business days of us requesting it when the contract is terminated plus at least once annual (so that the export is tested annually). If applicable, photos will be in jpg format, videos in mp4 format. Audio in an industry standard format (not AAC).

ii. The successful offeror shall sign our Business Associate Agreement (BAA) which covers their responsibilities related to information sharing and protection. If conflicts occur between agreements, exhibits, amendments, or any other contractual documents, the BAA will have precedence.

iii. Provider agrees to comply with HIPAA Final Rule in 45 CFR 160 and 164

iv. The contract will specify that we will be notified of any information breach in the vendor’s cloud within 48 hours, regardless if it is on our servers or on other customers

v. The contract will specify that the cloud solution will have a security audit annually and that the report will be provided to CCITC within 1 month of receipt at no charge. The report will also include the vendor’s plans and schedule to mitigate any issues identified. The vendor will keep us informed of the resolution of the identified risks at least every month until resolved.

vi. Provide in your response the following:

a. Your method of performing background checks on staff at hire and routinely and your policy on what to do if any candidate or current employee has a felony or has a misdemeanor related to criminal theft or money, products or information.

b. If any information of CCITC or its partners will be stored outside the US borders

c. Explain what methods of remote access you use and how they are secured

d. Explain how IDs and passwords for access to our servers and content are protected at rest AND while in motion.

F. General Proposal requirements

1. The proposal must include a collaborative plan to ensure a 10% reduction in billed “clicks” for each of the 5 years of the contract. Collaborative plan should include quarterly meetings of an oversight committee consisting of representatives of the vendor, the CCITC, and its partners, in order to review progress, identify barriers, and produce measurable action plans to meet the 10% click reduction goal.

2. Successful vendor will be timely and accurate in the billing process. All bills shall be received at the latest by the 15th of the month following the month of services and will be paid in accordance with Wisconsin State Statute. Continued errors in billing will be grounds for termination of this contract. Basis for termination, referenced in this clause, is solely at the discretion of Marathon County.

3. The term of any and all copiers, printers, or MFD’s that are to be added throughout the five years, (sixty months), of this contract, shall be coterminous with the rest of the machines. No additional machines will be allowed to extend beyond the negotiated contract period. All machines that fail during the life of the contract will need to be replaced by the successful vendor, at no cost to the County.

4. A detailed deployment plan should be provided by the offeror. Plan should include time needed of CCITC staff for any/all deployments. Prior to beginning the deployment of equipment, the CCITC will approve all benchmarks set forth within the timeline. Any benchmarks that are not completed on time or to the satisfaction of CCITC project manager or director will be viewed as a failure to provide contracted services and subject to penalties that may include fines or the forfeiture of the awarded contract.

a. Deployments will include full configuration of any/all network/scan/Fax/print functionalities of the device.

b. Configuration of network print queues shall be the responsibility of CCITC with appropriate tested driver sets to be supplied by the vendor.

c. Deployments will include transfer by the winning vendor of any/all existing templates, address books, or other stored information from the old machine to the replacement.

d. Deployments will include detailed staff training for full device functionality at the time of placement.

e. Over the course of the contract term, all equipment removal and/or relocation expenses are the responsibility of the vendor.

f. All shipping costs must be listed up front. Otherwise, all costs are covered by vendor including disposal.

g. Disposal fees must be included or disclosed. (Due to regulatory compliance issues, Hard Drive’s for any disposed/retired/removed machine become the property of the CCITC or their partner and must be removed prior to the device leaving the facility)

h. Toner recycling to be handled by vendor at no cost includes shipping and packaging.

i. Cost for term must be fixed, no bids with variable costs will be considered.

j. Vendor will finance leased equipment, no third party financing accepted.

k. Any questions you have concerning the attached specifications should be addressed (by email) to: Rick Abreu, Support Manager – rick.abreu@co.marathon.wi.us

VII. RESPONSE FORMAT

A. All proposals should follow this format:

1. Management Summary

2. Corporate Data

3. Proposer Terms

4. Proposer Support

5. Costs

6. Proposed Contracts and Agreements

7. Other General Proposal Requirements

VIII. ATTACHMENTS

Attachment A

Attachment B Standard Terms and Conditions

3.0 ACCEPTANCE-REJECTION OF BIDS OR PROPOSALS: Marathon County reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of Marathon County.

The documents constituting the contract between the Marathon County and ________________are intended to be complementary so that what is required by any one of them shall be as binding as if called for by all of them. In the event of any conflicting provisions or requirements within the several parts of the Contract Documents, they shall take precedence in the following order: Change Orders (with the most recent taking precedence); Contract Document Amendments; the Contract Document as described in this signed Agreement; Request for Proposal Addenda; Request for Proposal; and Firm’s Proposal. Any terms of any other documents concerning this agreement are superseded by the terms set forth herein.

13.1 ___________ shall execute and maintain its work so as to avoid injury or damager to any persons or property. __________ shall comply with the requirements and specifications relating to safety measures applicable in particular operations or kinds of work. In carrying out its work, __________ shall, at all times, exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed and be in compliance with all applicable federal, state and local statutory and regulatory requirements including Wisconsin Labor Code and the U.S.Department of Transportation Omnibus Transportation Employee Testing Act, including the obligation to conduct safety inspections to verify said compliance by its employees, agents, and/or subcontractors.

13.2 _____________is specifically notified that it is subject to federal requirements listed under Title 29, Chapter 15 of the United States Code (Occupational Health and Safety Act) by virtue of its contract with Marathon County, a public entity. _____________shall provide a similar notice to all its subcontractors.

13.3 SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).

· Comprehensive General Liability $1,000,000 per occurrence and $2,000,000 in aggregate for bodily injury and Property Damage.

· Professional Liability Coverage, $1,000,000 per occurrence and $2,000,000 in aggregate.

· Automobile Liability $1,000,000 per occurrence and $2,000,000 in aggregate for bodily injury and property damage.

· Excess Liability Coverage, $1,000,000 over the General Liability and Automobile Liability Coverage.

· If aircraft are used in conjunction with this project, $2,000,000 per occurrence and in aggregate for bodily injury and property damage.

14.5 PROOF OF INSURANCE: __________________shall furnish the County with a Certificate of Insurance countersigned by a Wisconsin Resident Agent or Authorized Representative of the insurer indicating that _________________ meets the insurance requirements identified above. The Certificates of Insurance shall include a provision prohibiting cancellation of said policies except upon 30 days prior written notice to the County and specify the name of the contract or project covered. The Certificate of Insurance shall be delivered to the Authorized Purchasing Agent, with a copy of the Certificate of Insurance to be delivered to the Marathon County Risk Manager for approval prior to the execution of this contract. Upon renewal of the required insurance, and annually thereafter, the County shall receive a new Certificate of Insurance for three years after completion of the project. The Certificates shall name Marathon County as an additional insured and describe the contract by name and or identification number in the "Description of Operations" section of the form.

15.0 CANCELLATION / TERMINATION: Marathon County reserves the right to:

15.1 NONAPPROPRIATION OF FUNDS.