ESBD_457047_1758806093523_RFP #26-05 - College Wide Copier Lease and Maintenance Program.pdf

RFP 26-05 - College Wide Copier Lease and Maintenance Program 1

REQUEST FOR PROPOSALS (RFP) 26-05

COLLEGE WIDE COPIER LEASE AND MAINTENANCE PROGRAM

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

September 25, 2025 RFP issued.

October 6, 2025

Virtual Pre-Proposal Meeting (non-mandatory)

10:00 a.m. Central Time

Request a link to the virtual meeting by sending an email to the Procurement Contact by close of business October 3, 2025.

October 7, 2025

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

October 9, 2025 Issuance of final addendum, if necessary.

October 16, 2025

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

November 11-12, 2025 On-Site Presentations / Interviews (top-ranked firms only) “may” be scheduled within these dates.

February/March 2026 Recommendation of award and approval to enter into contract.

Award will be announced after approval received.

E-Bidding Website: IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Farrah Khalil, Senior Buyer

281-998-6326 farrah.khalil@sjcd.edu https://sanjac.ionwave.net/ mailto:farrah.khalil@sjcd.edu

RFP 26-05 - College Wide Copier Lease and Maintenance Program 2

SCOPE OF WORK

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide College Wide Copier Lease and Maintenance Program Services.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

This Scope of Work covers the requirements to provide SJCCD with College Wide Copier Lease and Maintenance Program Services, which shall include, but is not limited to the following:

2. Purpose

The purpose of this RFP is to procure a qualified firm to manage and maintain the College’s copier lease and maintenance program. This Scope of Work has been developed to outline the equipment and services required to provide a multifunction (copy/print/scan/fax) copier lease and maintenance program for SJCCD. Awarded Contractor shall be familiar with the requirements and general conditions that are essential and necessary to provide a comprehensive copier program consistent with industry best practices and in accordance with all licensing, regulations, and professional standards. Awarded Contractor will furnish and install new copiers inclusive of all requested consumable supplies, (i.e. staples, toner, fusers, drums, and waste toner containers), deliver planned and remedial maintenance services, and provide administrative support in coordination with SJCCD personnel.

3. Exhibits

The following Exhibits are included within the Attachments tab in IonWave. These Exhibits shall be referenced throughout this solicitation in order to provide additional information regarding the College’s current copier lease and maintenance program.

• Exhibit A – SJCCD Equipment Listing and Usage History

• Exhibit B – SJCCD Maps

4. Fleet Logistics

Currently, SJCCD’s annual copier volume is approximately 966,000 copies across a fleet of eighty-four (84) machines which are housed throughout the College’s five (5) campuses and two (2) district offices. The vast majority of the College’s existing copier fleet is not owned by SJCCD but have been procured via a lease program. As of July 16, 2029, all of the lease agreements will have expired, and copiers will need to be replaced. A description of the equipment, usage, location and contract expiration date is contained in Exhibit A – SJCCD Equipment Listing and Usage History.

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5. Objectives

The College’s intent is to develop a strong partnership with a copier management firm who shall assist SJCCD in meeting its copier lease and maintenance needs via the most cost effective and efficient business contract. Objectives shall include, but are not limited to the following:

a. Create and implement a plan to decipher each College department’s copier needs for campus wide optimization and standardization.

b. Reduce SJCCD’s total cost of ownership in regard to copier and print/output machines via the implementation of multifunctional devices (MFDs).

c. Standardize equipment models and configurations.

d. Reduce overall printing and duplicating costs.

e. Improve machine reliability and uptime.

f. Improve customer support.

g. Refine document management and distribution via a centralized Electronic Document

Management System (EDMS).

h. Automate the monitoring of copier status and reporting of copy counts.

i. Optimize printing infrastructure.

j. Ensure equipment, services, and preventative maintenance service needs are met on a consistent, scheduled, and timely basis.

k. Optimize and centralize invoices and invoicing procedures via an electronic (paperless) monthly central bill for the entire fleet of copiers.

l. Ensure onus of copier management and invoice reconciliation falls upon the Awarded

Contractor and not on the College.

6. Existing Copier Lease Buyout

Awarded Contractor will buy out, absorb, and/or exercise a combination of both options. As of February 2026, the date the College anticipates award, total buyout cost will be approximately $175,000. Refer to Exhibit A – SJCCD Equipment Listing and Usage History in the Attachments tab to review copier lease expiration dates.

7. Equipment Features and Performance Specifications

This section details the requested equipment features and performance specifications for three

(3) copier units via increasing categorical gradients. All proposed equipment must be new, unused since manufacture, current production models that will remain supported for at least twenty-four

(24) months. All equipment shall be accompanied by manuals containing service and operating instructions. Manuals shall be as detailed as possible, thoroughly outlining all necessary service and operating instructions inclusive of safety precautions and warnings.

a. Unit A - Black and White Multifunction Printer, Copier, and Scanner

i. Unit A must be UL-approved, ENERGY STAR® compliant, and adhere to ISO hard drive security standards to ensure data confidentiality and security.

ii. Unit A must have a minimum speed of thirty (30) pages per minute.

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iii. Unit A must support ISO 216 standard paper sizes from A6 to SRA 3.

iv. Unit A must have a customizable touchscreen.

v. Unit A must have faxing capabilities.

vi. Unit A must include stapling and folding options.

vii. Unit A must support 11”x17” printing, duplexing, hole punching, folding, and stapling.

viii. Unit A must have access to applications and cloud-based services.

ix. Unit A must have an equivalent to or better quad-core CPU, 8GB of memory, and a

256 GB SSD.

x. Unit A must be able to output a maximum of 150,000 pages monthly.

xi. Unit A must support PCL and PostScript drivers; and be preconfigured for black-and-white, duplex printing for cost efficiency.

xii. Online program management and reporting tools must be provided for Unit A regarding monitoring, supply ordering, usage tracking, uptime analysis, invoicing, error reporting, and remote diagnostics.

xiii. Unit A must support scanning to desktops, email, and network folders, with workflow automation capabilities preferred.

xiv. Unit A must produce high-quality output using a minimum of 30% post-consumer recycled paper.

xv. Unit A will allow for centralized user management, streamlined authentication and consistent access control across different platforms via Active Directory Integration.

xvi. Unit A shall be fully configured and inclusive of all optimal and supplemental options (i.e., feeders/sorters, large capacity paper trays).

xvii. Unit A must be suitable for use with standard electrical service. Unit requiring special protection devices must include such devices upon delivery and installation by Awarded Contractor.

xviii. Unit A must have mobile operating capabilities and options inclusive of wireless security protocols.

b. Unit B - Black/White and Color Multifunction Printer, Copier, and Scanner

i. Unit B must be UL-approved, ENERGY STAR® compliant, and adhere to ISO hard drive security standards to ensure data confidentiality and security.

ii. Unit B must have a minimum speed of forty-five (45) pages per minute.

iii. Unit B must support paper ISO 216 standard paper sizes from A6 to SRA 3.

iv. Unit B must support banner printing up to 1.2 meters

v. Unit B must have a customizable touchscreen.

vi. Unit B must have faxing capabilities.

vii. Unit B must include stapling and folding options.

viii. Unit B must support 11”x17” printing, duplexing, hole punching, folding, and stapling.

ix. Unit B must have an equivalent to or better quad-core CPU, 8GB of memory, and a

256 GB SSD.

x. Unit B must be able to output a maximum of 200,000 pages monthly.

xi. Unit B must have access to applications and cloud-based services.

RFP 26-05 - College Wide Copier Lease and Maintenance Program 5

xii. Unit B must support PCL and PostScript drivers and be preconfigured for black-and-white, duplex printing for cost efficiency.

xiii. Online program management and reporting tools must be provided for Unit B regarding monitoring, supply ordering, usage tracking, uptime analysis, invoicing, error reporting, and remote diagnostics.

xiv. Unit B must support scanning to desktops, email, and network folders, with workflow automation capabilities preferred.

xv. Unit B must produce high-quality output using a minimum of 30% post-consumer recycled paper.

xvi. Unit B will allow for centralized user management, streamlined authentication and consistent access control across different platforms via Active Directory Integration.

xvii. Unit B shall be fully configured and inclusive of all optimal and supplemental options (i.e., feeders/sorters, large capacity paper trays).

xviii. Unit B must be suitable for use with standard electrical service. Unit requiring special protection devices must include such devices upon delivery and installation by Contractor.

xix. Unit B must have mobile operating capabilities and options inclusive of wireless

c. Unit C - Black/White and Color Multifunction Printer, Copier, and Scanner

i. Unit C must be UL-approved, ENERGY STAR® compliant, and adhere to ISO hard drive security standards to ensure data confidentiality and security.

ii. Unit C must have a minimum speed of sixty-five (65) pages per minute.

iii. Unit C must support paper ISO 216 standard paper sizes from A6 to SRA 3.

iv. Unit C must support banner printing up to 1.2 meters.

v. Unit C must have a customizable touchscreen.

vi. Unit C must have faxing capabilities.

vii. Unit C must include stapling and folding options.

viii. Unit C must include booklet making.

ix. Unit C must support 11”x17” printing, duplexing, hole punching, folding, and stapling.

x. Unit C must have an equivalent to or better quad-core CPU, 8GB of memory, and a

256 GB SSD.

xi. Unit C must have access to applications and cloud-based services.

xii. Unit C must be able to output a maximum of 250,000 pages monthly

xiii. Unit C must support PCL and PostScript drivers and be preconfigured for black-and-white, duplex printing for cost efficiency.

xiv. Unit C must include a Standard Intelligent Media Sensor.

xv. Online program management and reporting tools must be provided for Unit C regarding monitoring, supply ordering, usage tracking, uptime analysis, invoicing, error reporting, and remote diagnostics.

xvi. Unit C must support scanning to desktops, email, and network folders, with workflow automation capabilities preferred.

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xvii. Unit C must produce high-quality output using a minimum of 30% post-consumer recycled paper.

xviii. Unit C will allow for centralized user management, streamlined authentication, and consistent access control across different platforms via Active Directory Integration.

xix. Unit C shall be fully configured and inclusive of all optimal and supplemental options (i.e., feeders/sorters, large capacity paper trays).

xx. Unit C must be suitable for use with standard electrical service. Unit requiring special protection devices must include such devices upon delivery and installation by Contractor.

xxi. Unit C must have mobile operating capabilities and options inclusive of wireless

8. Network Requirements and Security Protocols

SJCCD’s technology infrastructure design is grounded upon a Standards Based concept and uses a single protocol (TCP/IP) for SJCCD platforms and the wide area network. Network requirements shall include, but are not limited to the following:

a. Awarded Contractor must provide a software management system complete with centralized administration capabilities for their multifunctional copier products and equipment. This system must include the capability to automate meter readings, receive status notifications, create usage reports, and monitor all networked multifunction products/equipment through one common, intuitive user interface.

b. All copier/printer products must be capable of software upgrades and security patching throughout the expected hardware lifecycle.

c. All copier/printer products must be fully managed via cloud-based management tools.

Cloud-based tools shall be compatible with Entra AD Single Sign-On features.

d. The copier systems must be compatible with Windows Server 2019 64bit or greater and possess the ability to easily refresh and/or update hardware.

e. Devices must be capable of receiving IP address assignments via DHCP reservation as required by SJCCD established infrastructure standards.

f. New product offerings must be tested and approved by the SJCCD IT Department prior to acceptance as a new and/or replacement model.

g. Connected equipment is expected to be compatible with the various software systems utilized on the SJCCD network. SJCCD utilizes Ellucian/Banner for financial, budgetary, for Human Resource functions and for student information transactions throughout the system.

h. Option to enable multi-campus access and/or campus-wide print and copy permissions must be available for approved employees.

i. Restrictions for printing data from any of the above-named sources and/or other commonly utilized data programs should be identified within the proposal response.

j. Any device providing fax functionality must be capable of providing native integration with the Faxcom Server platform via Biscom (VoIP faxing platform) – supported MFP.

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k. All devices must support modern encryption standards, including TLS 1.2 and TLS 1.3 – Legacy and insecure protocols (e.g., SSLv3, TLS 1.0/1.1, SMBv1, FTP, Telnet) must be disabled.

l. The following software and firmware update protocols must be heeded and fulfilled:

• Update Cadence: Awarded Contractor will maintain all devices on vendor-supported firmware and provide an update cadence, plus emergency out-of-band update for critical issues.

• Vulnerability Handling: Awarded Contractor shall monitor for Common Vulnerabilities and Exposures (CVEs) applicable to proposed models and the management platform;

and notify the College within five (5) business days of any critical/high vulnerabilities, including exposure analysis and remediation plan.

• Change Windows: Updates will be applied within agreed maintenance windows;

Contractor coordinates with Technology Services and provides a back-out plan.

m. Artificial Intelligence (AI) Disclosure is required for all prospective vendors to be considered for award. Respondents must disclose any use of Artificial Intelligence (AI), including Machine Learning (ML) or Generative AI, within the proposed solution. This disclosure must include the following

• The purpose, scope, and functionality of AI components

• Specific AI models or technologies used

• Governance, validation, and audit mechanisms in place

• Alignment with the NIST AI Risk Management Framework (AI RMF) and, where applicable, the Generative AI Profile (NIST-AI-600-1).

9. Maintenance and Compliance

a. All devices and services must comply with Texas Occupational Safety and Health

Administration (OSHA) regulations.

b. Awarded Contractor must maintain, configure, and repair devices, working closely with

SJCCD’s Technology Services to ensure seamless integration and operational efficiency.

c. Awarded Contractor shall perform complete maintenance services for all equipment furnished under the program to ensure continuous operation in accordance with manufacturer's standards. At a minimum, services shall include the following:

• Preventive maintenance based on specifications of the individual unit including lubrication, adjustments and/or replacements of non-conforming parts

• On-call remedial maintenance/repairs on all parts including, but not limited to:

o Drums o Photoreceptors o Master units o Wiper blades o Lamps o Rollers o Locks

d. Equipment removed for repair, or down for more than forty-eight (48) hours, shall immediately be replaced by loaner equipment of equal capacity and function at no additional charge to SJCCD.

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e. Awarded Contractor must maintain in effect during the full contract term a complete and accurate Maintenance Service Log for all equipment under the program.

f. Awarded Contractor must provide a Service Level Agreement ("SLA") to manage the copier lease program. The SLA should clearly identify the service to be measured (e.g., Break-fix response time), the performance indicator (e.g., onsite within 2 hours after request for service); and how this data is measured and reported.

g. Awarded Contractor shall provide on-call and/or preventative maintenance services during the College’s normal business hours, except on SJCCD holidays, to keep the equipment in good working order. The College’s normal academic year business hours are 8:00 am through 5:00 pm CST Monday through Friday. Summer hours mimic the normal academic year business hours, save for Friday when the College closes at 12:00 pm CST. The College’s Academic Grid and Master Calendar can be accessed via the following link:

https://www.sanjac.edu/academic-calendar/

h. Preventative maintenance services will be regularly scheduled and based on the specific needs of the equipment as determined by the manufacturer. This schedule should be provided to the department at the beginning of the lease.

i. Awarded Contractor shall keep an adequate inventory of spare parts for any/all necessary repairs. All maintenance will be performed by fully factory certified technicians. The successful bidder shall only use OEM replacement parts and authorized supplies in the equipment proposed.

j. Awarded Contractor must provide a Materials Data Safety Sheet (MSDS) to SJCCD’s designated safety officer with any/all safety updates and manufacturer safety bulletins for any/all equipment and chemical products supplied under this agreement.

10. Fleet Scaling and Equipment Upgrade(s)/Downgrade(s)

Throughout the initial and optional term of the contract, Awarded Contractor will allow for fleet expansion, contraction, upgrades and/or downgrades according to the College’s copier needs. Via quarterly, biannual, or annual site visits, Awarded Contractor will perform a full fleet assessment inclusive of a detailed report identifying potential expansion, contraction, upgrade, and/or downgrade opportunities. An objective formula, which shall be included in said report, will be utilized to calculate prorated costs for equipment that is added or removed mid-contract, or for less than a full billing cycle. Any/all changes to the College’s copier fleet must be preapproved by the College.

11. Key Operator(s)/End User(s) Training

Awarded Contractor will help to schedule and provide on-site training for the operation of each copier make/model. Trainings will be coordinated at such times and locations as mutually agreed upon by the Key Operator(s)/End User(s) via each installation site/campus.

12. Consumable Supplies

Awarded Contractor shall furnish the following consumable supplies required for the routine operation of the equipment:

• Staples

• Toner https://www.sanjac.edu/academic-calendar/

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• Fusers

• Drums

• Waste toner containers

13. Deinstallation and Removal

Within ten (10) days after the expiration of any/all future Agreements, whether by termination, cancellation, lapse of time, or otherwise, Awarded Contractor shall de-install and remove all units of equipment from SJCCD. Awarded Contractor shall bear the complete risk, cost, and expense for such de-installation and removal. At device deinstallation, Contractor shall perform data sanitization in accordance with NIST SP 800-88 Rev. 1. and Provide a Certificate of Sanitization per serial number. If physical destruction is required, Contractor must remove and deliver the storage media to the College for custody or provide vendor-attested destruction documentation from a certified recycler.

14. Contractor’s Personnel

a. Awarded Contractor shall maintain a staff of properly trained and experienced personnel to ensure satisfactory performance under any/all future contracts with the College.

b. Awarded Contractor will be required to respond to concerns from SJCCD regarding the conduct of the Awarded Contractor's employee(s). If concerns are not addressed or corrected, Awarded Contractor will be required to replace the employee with another employee of equal or greater qualifications.

c. Awarded Contractor shall have a designated Account Manager responsible for the day-to-day management of the account. The individual designated must have product knowledge, necessary authority to make decisions, resolve problems and disputes, and have control over parts, service, payables, receivables, and delivery for this account.

15. Implementation Plan

Awarded Contractor may be required to provide an updated Start-up Implementation Schedule further clarifying key tasks and milestones commencing from the date of contract award through initial copier system installation. It should clearly define both the Awarded Contractor’s and SJCCD’s responsibilities and resources required during the implementation phase.

16. Reporting

a. Maintenance Service Log: On a quarterly basis, a copy of the Maintenance Service Log must be submitted to the College’s designated representative. At a minimum, the log will include the following:

• Model and Serial Number

• Manufacturer

• Location

• Date and time request for service call received

• Date and time service completed

• Nature or service call

• Description of repair including parts or components replaced

• Technician Assigned

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• Technician Notes

• Counters and meter readings

• Status of service

• Labor Hours

• Service Cost

• Firmware version

b. Billing and Usage Log: Awarded Contractor will provide a centralized, consolidated Billing and Usage Log, for the entire fleet of copiers, on a monthly basis. Billing and Usage Log will include the following data:

• Asset name and serial number

• Manufacturer

• Location

• Monthly Usage Report: Black and White

• Monthly Usage Report: Color

• Detailed Overage Charges

• Cost Breakdown detailing fixed monthly lease payment and variable costs

17. Delivery and Installation

a. Equipment to be delivered, installed and operational as determined and agreed upon by both parties.

b. All equipment shall be assembled, set in place, and ready for College use upon delivery.

c. Awarded Contractor shall provide all accessories necessary for complete installation and operation of copiers and accessories.

d. Awarded Contractor shall be responsible to remove all debris and haul-away of shipping and packaging debris.

e. Awarded Contractor shall coordinate all installation activity with the SJCCD contact person.

f. Delivery shall be made directly to the installation site during standard working hours, 8:00 a.m. to 5:00 p.m., Monday through Friday.

g. Awarded Contractor shall coordinate delivery date and the time with SJCCD’s IT, Facilities, and Auxiliary Departments seventy-two (72) hours in advance.

h. Each machine delivered to SJCCD shall have a service contact telephone number, a supply contact telephone number, and/or a QR Code affixed to the front of the machine in a clearly visible location.

i. Awarded Contractor shall take necessary precautions to prevent damage, discoloration, etc., to existing building finishes, systems, equipment, and grounds.

18. Delivery and Installation Locations

Central Campus 8060 Spencer Highway, Pasadena, TX 77505 South Campus 13735 Beamer Road, Houston, TX 77089 North Campus 5800 Uvalde Road, Houston, TX 77049 Maritime Campus 3700 Old Highway 146, La Porte, TX 77571 Generation Park Campus 13455 Lockwood Road, Houston, TX 77044 District Office 4624 Fairmont Parkway, Pasadena, TX 77504 District Annex Building 4620 Fairmont Parkway, Pasadena, TX 77504

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Please refer to Exhibit B – SJCCD Maps for a more detailed description of each delivery location.

19. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

20. Pricing

a. Firm Pricing

i. Respondent shall propose firm net pricing for the term of the solicitation with discounts marked.

ii. Prices must be stated in units of quantity specified in solicitation requirements. In case of a discrepancy in computing the amount of the response, the unit price quoted will govern.

iii. SJCCD is a tax-exempt entity:

• It is the respondent's responsibility to be familiar with applicable tax implications and the respondent shall be liable for all such costs associated with their response.

• SJCCD reserves the right to purchase or compare pricing available, or made available from, cooperative purchasing agreements and other governmental contracts.

b. Tariff-Based Price Adjustments

i. Not discarding the foregoing statements above, SJCCD recognizes the imposition of tariffs or trade restrictions may impact the suppliers’ ability to maintain pricing.

ii. Suppliers may notify SJCCD of the impact, supported by credible cost data. Credible cost data would include documentation as follows:

• Copy of the official tariff schedule or notice (E.G., from the U.S. International Trade

Commission, or Customs and Border Protection (CBP)).

• Federal Register notice showing the imposition of the tariff with effective dates and

Harmonized Tariff Schedule (HTS codes) including reference to the HTS code for the product.

iii. SJCCD reserves the right to request the following as evidence of payment of tariffs:

• https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-

7501 (Entry Summary): This shows tariff duties paid upon entry to the U.S.

https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cbp.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094613216%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ekjHPEEwJu4K5pRthMPDqoRgjTJwHqhzIpp8dOD83K4%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhts.usitc.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094628051%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=FDwO2ZxKK39VfohncUhdZJgmOWRukNJ9ZzeZYbCODAg%3D&reserved=0 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501

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• Commercial invoice showing the importation of goods and/or bill of lading or shipping documents indicating international sourcing, the duty or tariff amounts listed, and/or supplier name as importer of record or a third-party custom broker.

iv. SJCCD will engage in good-faith negotiations to consider price modifications, substitute goods, or alternative sourcing arrangements, with the goal of minimizing disruption to public services and maintaining the continuity of supply.

21. Special Requirements

All contractors, subcontractors or company representatives working at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

22. TX-RAMP Certification

Pursuant to Section 2054.0593(d)-(f) of the Texas Government Code, relating to cloud computing state risk and authorization management program, Contractor shall comply with the requirements of the state risk and authorization management program and agrees that throughout the term of the contract it shall maintain its certifications and comply with the program requirements in the performance of the contract.

23. Contract Term

The contract term, if any, for contract(s) awarded from this solicitation will be five (5) years with a renewal option of a five (5) year term, for a potential ten (10) total contract. Future and/or renewal pricing will adhere to the annual price increase your firm submitted within the Line Items Section of this RFP. Submitted annual price increase shall remain stagnant throughout both the initial five-year term and optional five-year renewal term, and subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

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EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications and Experience of Firm 15

Section 2: Qualifications and Experience of Personnel 10

Section 3: Scope Understanding, Approach, and Management 25

Section 4: Financial Statements 5

Section 5: References 10

Section 6: Exceptions to Sample Contract 5

Section 7: Price Proposal* 30

Total 100

* The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals; however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 3: Scope Understanding, Approach, and Management

The College’s Evaluation Committee will evaluate and rank each submittal based on the criteria detailed above. The highest rated proposer(s) (Shortlist) evaluated by the Committee may be invited to presentations / interview with the Evaluation Committee. If interviews occur, they will be evaluated on the following criteria:

Presentation / Interview Max Points Product Demonstration and Presentation* 20 Interview 20 Equipment Evaluation** 20 Total 60

*The Product Demonstration and Presentation portion will include both a PowerPoint slideshow and hands-on demonstration by the Proposer(s) of one (1) equipment unit listed in the Proposer's response. Specific equipment unit to be determined with issuance of Shortlist. Members of

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SJCCD’s evaluation committee will attend the demonstration and perform an evaluation of the equipment, features, functions and options as provided. The cost associated with providing the demonstration equipment and presenters is to be borne by the Proposer. The demonstration is to include non-network connected equipment.

**All vendors invited to the presentation round must be able to supply new or demonstration equipment, which will be subject to trial/evaluation period upon delivery, for a period of ten (10) business days, not including College closures. For the trial period, the new or demonstration unit must be furnished and delivered, F.O.B. destination to the address specified by the College at no charge. Upon conclusion of the trial period of the equipment, the vendor must schedule pick up and return at the vendor's expense. The equipment is subject to rejection if the equipment fails to perform in accordance with all requirements and specifications, and/or fails to meet the needs of the end user.

If presentations are held, the final score for selection of a firm will be obtained by combining the Evaluation Committee’s total points of the qualifications, price, and interviews as follows:

Qualifications and Price 100 points maximum Product Demonstration and Presentation 20 points maximum Interviews 20 points maximum Equipment Evaluation 20 points maximum Total 160 points maximum

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PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

Written Proposal shall be submitted as a Response Attachment in IonWave and shall include responses to Section 1 – 3. Written Proposals shall be a single PDF document with a maximum of twenty (30) pages (numbered 1-30). Sections must be in order and clearly labeled as outlined below.

Include a cover sheet that includes your firm’s name, representative, and contact information.

Coversheet and Requested Response Attachments detailed in the List of Response Attachments will not count towards the 30-page limit.

1. Qualifications and Experience of Firm

a. Include a description of the firm including firm’s history and size. Provide information regarding how long the proposer has provided the services requested in this RFP.

b. Describe previous experience with SJCCD or other public entities and/or colleges. Include how many public entities and/or college accounts are in your current client base.

Demonstrate and certify that your company possesses a minimum of three (3) years of experience providing similar services to large enterprise environments like SJCCD in complexity and scale, which may include corporate, government, non-profit, or academic examples.

c. Did your company perform satisfactorily to the terms and conditions of the last award given to your company? Were there any discrepancies, issues or complaints reported concerning your organization’s performance?

d. Address customer service strategies for delivering a high level of customer service and handling customer complaints. Describe how your organization handles complaints, comments, or suggestions received.

e. Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

f. Provide any details of all past or pending litigation or claims filed against your company that would affect your company's performance under an Agreement with SJCCD.

g. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for resolution.

2. Qualifications and Experience of Personnel

a. Include a project-staffing plan and organizational chart for all proposed key staff members who will be assigned to this project. Identify their respective responsibilities for this project. If personnel substitutions are contemplated on a contingency basis, they should also be identified.

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b. Provide brief resumes for key staff members outlining the qualifications and experience directly related to this RFP.

c. Describe the training that is provided to personnel. Who undergoes the training and how often?

d. Describe the frequency your firm evaluates staff and what type of performance evaluation system is used.

3. Scope Understanding, Approach, and Management

a. Describe how your product/services meet the Scope of Work in this RFP. Address any variances or exceptions between your proposal and the Scope of Work.

b. Include details pertaining to your firm’s management approach, implementation, product identification, and capabilities as are relevant to this proposal. Address delivery, installation, orientation, or maintenance, as proposer anticipates performing.

c. Detail your firm’s plan to conduct a thorough and formal analysis of SJCCD’s five (5) campuses and two (2) district offices in an effort to assess the College’s copier needs and develop a plan of optimization and standardization. How will the formal analysis take into account the differing requirements of each College department and decipher the need for multifunctional device implementation and/or replacement. Provide details on how your firm procures data for said analysis (e.g. departmental meetings, employee surveys, etc.).

d. Provide details on your delivery/installation schedule and protocols as they pertain to this

RFP.

e. Describe you firm’s fleet scaling and equipment upgrade/downgrade protocol as described in Section 10 of the Scope of Work. What criteria is used to determine fleet expansion or contraction? What criteria is used to determine when equipment requires upgrading and/or downgrading. What time interval does your firm adhere to for full fleet assessment site visits (e.g. quarterly, biannual, annual)? What formula is used for calculating prorated costs for equipment that is added or removed mid-contract or for less than a full billing cycle?

f. Provide details of your company’s on-site Key Operator(s)/End User(s) Training Program.

Your response should include what tools and training materials will be provided to all applicable employees, as well as training duration.

g. Detail your firm’s mobile operating capabilities and options (e.g., print from mobile devices such as iPhone, Android, and other smartphones)? Does your firm’s mobile operating capabilities allow for the remote deactivation and/or suspension of devices?

h. Provide details of your wireless security protocol.

i. Detail the process proposed for ordering consumable supplies. Explain how this process will ensure that the customer is not without consumable supplies necessary for equipment operation, and state the timeframe the SJCCD customer should expect for consumable supply delivery.

j. Describe your company's procedures for gathering the monthly copy usage counts from each copier.

k. Describe your firm’s customer support capabilities. What type of customer support formats does your firm offer (i.e. virtual, on-site, phone, email, text, etc.)? What is your firm’s customer support schedule (e.g. days/hours customer support is available)? Does your

RFP 26-05 College Wide Copier Lease and Maintenance Program 17 firm offer after-hours and weekend support? If so, please include details of your firm’s after-hour/weekend support protocol.

l. If your product is TX-RAMP certified, please provide your firm’s unique TX-RAMP Certification ID.

m. The College is proposing an initial five (5) year contract term with the option to renew for a subsequent five-year term. Please describe any additional value-added services and/or incentives your firm provides in regards to this prospective ten-year agreement (e.g. lower monthly payments, comprehensive maintenance and service, bulk order discounts, etc.).

m. Describe your firm’s existing copier lease buyout program. What criteria is used to decipher buyout incorporation, lease absorption, or a combination of both? Utilize Exhibit A-SJCCD Equipment Listing and Usage History to create a pricing table detailing the amount your firm is willing to absorb for each piece of listed equipment. Pricing table shall include all terms and conditions related to the end of the lease. Upload your firm’s Existing Copier Lease Buyout Program as a response attachment in the Response Attachments tab in IonWave.

n. If applicable, your firm must disclose any use of Artificial Intelligence (AI), including Machine Learning (ML) or Generative AI, within the proposed solution. Upload your firm’s AI Disclosure, which is detailed in Section 8.m. of the Scope of Work, as a response attachment in the Response Attachment’s tab in IonWave.

o. Upload your firm’s proposed Copier Unit Options as a response attachment in the Response Attachment’s tab in IonWave detailing your firm’s offerings for Copier Units A, B, and C described in Section 7. of the Scope of Work. Each proposed unit shall include the model number, manufacturer, and unit photograph; and shall align, (as much as possible), with each unit’s listed specifications. Do NOT provide more than three (3) unit options in your response document.

p. Upload your firm’s proposed Service Level Agreement (SLA) as a response attachment in the Response Attachments tab in IonWave that would be used to manage the copier lease program if awarded. The SLA should clearly identify the service to be measured and reported (e.g., Break-fix response time) and the performance indicator (e.g., onsite within 2 hours after request for service).

q. Upload a sample Maintenance Service Log detailing all requirements listed within Section 17a. of the Scope of Work as a response attachment in the Response Attachments tab in IonWave.

r. Upload a sample Billing and Usage Log detailing all requirements listed within Section 17b.

of the Scope of Work as a response attachment in the Response Attachments tab in IonWave.

s. Upload a detailed Start-up Implementation Schedule identifying key tasks and milestones commencing from the date of contract award through initial copier system installation as a response attachment in the Response Attachments tab in IonWave. Response should clearly define both your firm’s and SJCCD’s responsibilities and resources required during this implementation phase. Refer to Exhibit A SJCCD Equipment Listing and Usage History in the Attachments tab to review information regarding copier locations.

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4. Financial Statements Submit the following as a separate Response Attachment in IonWave:

Financial information that accurately describes the financial health of your firm must be included in your proposal. Upload a single PDF document detailing your firm’s financial health. Audited financial statement are preferred but reviewed financial statement will be accepted. Document shall include the following information via your firm’s most current balance sheet and income statement via the last two (2) calendar years:

• Current assets (e.g. cash, joint venture accounts, accounts receivable, notes receivable, accrued income, deposits, materials inventory, and prepaid expenses)

• Net Fixed Accounts

• Other assets

• Current liabilities (e.g. accounts payable, notes payable, accrued expenses, provision for income taxes, advances, accrued salaries, and accrued payroll taxes)

• Other liabilities (e.g. capital, capital stock, authorized and outstanding shares par values, earned surplus, and retained earnings)

5. References

Submit references in the Attributes tab in IonWave for the following:

a. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

b. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

6. Exceptions to Sample Contract

Submit the following as separate Response Attachments in IonWave:

a. Restricted Terms and Conditions Form; available to download under the Attachments tab. The College’s evaluation of this section will be based on Firm’s acceptable of Restricted Terms, as outlined in the Sampel Contract.

b. An exception includes any addition, deletion, or other modification to the sample contract. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to the sample contract. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

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Any exceptions not explicitly stated may not be considered during contract negotiations, if any.

The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

7. Price Proposal

Submit pricing on the Line Items tab in IonWave for the following:

Please refer to Section 7 of the Scope of Work that details three separate copier units of varying gradients when submitting your firm’s line item pricing in IonWave. Please note that the requested price proposal is not an exhaustive reflection of the College’s requested copier fleet.

Pricing for Units A, B, and C will allow the College to objectively evaluate each firm’s submission via commensurable comparisons with equitable variables.

UNIT A

Line Item 1: Unit A Monthly Lease Rate for a Sixty Month Lease.

Line Item 2: Unit A Monthly base rate for black and white copies up to 150,000 per month Line Item 3: Unit A Cost per overage copy Line Item 4: Unit A Delivery and Installation Line Item 5: Unit A Network Configuration and Setup Line Item 6: Unit A On-site Training Cost

UNIT B

Line Item 7: Unit B Monthly Lease Rate for a Sixty Month Lease.

Line Item 8: Unit B Monthly base rate for black and white copies up to 200,000 per month Line Item 9: Unit B Cost per overage copy Line Item 10: Unit B Delivery and Installation Line Item 11: Unit B Network Configuration and Setup Line Item 12: Unit B On-site Training Cost

UNIT C

Line Item 13: Unit C Monthly Lease Rate for a Sixty Month Lease Line Item 14: Unit C Monthly base rate for black and white copies up to 250,000 per month Line Item 15: Unit C Cost per overage copy Line Item 16: Unit C Delivery and Installation Line Item 17: Unit C Network Configuration and Setup Line Item 18: Unit C On-site Training Cost

BUYOUT TOTAL*

Line Item 19: Total Percentage of Lease Buyout your firm is willing to absorb. As of February 2026, the anticipated date of award, total buyout cost will be approximately $175,000.00.

Although this amount is subject to change, it will not exceed $200,000.00. Therefore, please

RFP 26-05 College Wide Copier Lease and Maintenance Program 20 submit your total percentage of lease buyout with the potential of 100% equaling $200,000.00.

*If your firm is not willing to absorb any expenses related to the College’s Lease Buyout, then please input 0% for Line Item 19.

Submit the following as separate Response Attachments in IonWave, if needed:

Accessories Pricing: Upload a Response Attachment document, in the Response Attachments tab in IonWave detailing all Optional Accessories, inclusive of price, that are available for Units A, B, and C respectively. Optional Accessories will not be part of the solicitation’s evaluation process and/or tabulations.