ESBD_563855_1790720264062_26-28 Att A Vendor Questions.doc
DOC document 120 KB Posted
- Attached to
- Multifunction Devices and Lease Services
- Solicitation number
- 26-28
- Issued by
- Texas
About this file
This is a vendor proposal response form for BakerRipley's RFP 26-28 for Multifunction Devices and Lease Services in Texas. The RFP seeks qualified vendors to provide multifunction devices and comprehensive lease services across BakerRipley's agency locations in Harris and Fort Bend counties. The contract term is 60 months, with the proposal requiring detailed vendor responses across multiple categories including company narrative, vendor experience and qualifications, back-office administration, safety and training, and customer service. Vendors must demonstrate capacity to service all designated agency locations, provide local technician resources in the specified counties, and maintain factory-trained technicians certified for the proposed equipment. Standard technician response time and emergency response capabilities are required qualifications.
The proposal form requires vendors to provide three non-BakerRipley references from similar-sized organizations serviced within the last three years and to detail pricing, financing options, equipment specifications, and service level agreements. Vendors must disclose subcontracting arrangements, criminal background check and drug testing procedures, accounting systems, and any litigation or financial defaults. The form addresses operational requirements including toner supply management, equipment upgrades, IT fleet management access, loaner equipment availability, and end-of-lease decommissioning procedures. Vendors must also demonstrate compliance with safety programs, OSHA regulations, quality assurance programs, and customer service protocols. The procurement evaluates vendor qualifications comprehensively to ensure service reliability and organizational stability throughout the extended lease term.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
BakerRipley RFP 26-28 Multifunction Devices and Lease Services Attachment A – Vendor Proposal Responses and Qualifications Company Name:
Legal Name (name that matches IRS records):
Payee Name (dba/aka):
Contact Name:
Contact Email:
Contact Telephone Number:
Vendor must type responses to the following questions (handwritten responses are not acceptable):
Do not change the formatting of this document.
COMPANY NARRATIVE
1. Company Narrative - State your company’s mission, vision, and its overall operation including company structure, office locations, type of services provided, geographic information, years of operation.
Vendor Response:
2. What sets your company apart from your competitors?
Vendor Response:
3. Is your company willing to offer BakerRipley any transition or retention incentives, (for example: monthly credit, or percentage off annual service value, donation to our organization)? If yes, describe fully and quantify completely.
Vendor Response:
4. Describe your Community Involvement – proposer demonstrates active participation in bringing positive, measurable change to both the communities in which they operate and in their business. Community involvement can include employee volunteer days, enduring nonprofit partnerships, donations, and advocacy in community initiatives etc.; if applicable.
Vendor Response:
VENDOR EXPERIENCE & QUALIFICATIONS
5. Vendor’s Experience - Describe your company’s current or previous experience in providing the proposed services, skill level, experience, and scope that demonstrates opportunities for creativity and innovation. Please include a list of services of similar size and scope as the project. Your response should correspond with references listed in question 17.
Vendor Response:
6. Does your company subcontract out any work? If yes, provide a list of subcontractors and the services you would use for this RFP and each subcontractor’s requirements for criminal background checks and drug testing, if any, for employees.
Vendor Response:
7. Does your company have the capacity to service all Agency locations click here to see a complete list and see Attachment C for current service locations?
Vendor Response:
8. Identify any requirements within this RFP of which your company is unable to fully comply.
Vendor Response:
9. Has your company had to respond to a natural disaster (e.g. electrical fire, building flood) within the last five (5) years? If yes, briefly describe what the disaster was and what service(s) were performed.
Vendor Response:
a. Briefly describe the most important lesson you learned from the experience, if applicable.
Vendor Response:
10. How many new hires in the last six (6) months in the greater Houston area?
Vendor Response:
| Personnel |
| Quantity |
Management
Technicians
Office Personnel
Project Manager
11. How many local technicians do you have to provide service in each of the following counties?
Vendor Response:
| County |
| Quantity |
Harris
Fort Bend
12. How many employees does your company have (list by position) in the greater Houston area?
| Personnel |
| Quantity |
Management
Technicians
Office Personnel
Project Manager
13. How many company vehicles does your company have to provide services for the following counties (Harris and Fort Bend)? List per county.
| County |
| Quantity |
Harris
Fort Bend
14. How many factory trained/certified technicians does your company have for the proposed equipment in our service areas (Harris and Fort Bend)? List per county.
| County |
| Quantity |
Harris
Fort Bend
15. What is your company’s standard technician response time?
Vendor Response
16. What is your company's emergency technician response time?
Vendor Response
17. *List three (3) non BakerRipley references of similar size and scope in which you have provided Multifunction Devices and Lease Services within the last three (3) years. These references should correspond with vendor experience question number 5.
Company #1
Contact Name:
Company Name:
Address:
| Telephone Number (s) |
| Office: |
| Cell: |
Email:
| Contract Term: |
| Start Date: |
| End Date: |
Type of Business: (e.g., school, restaurant, bank, healthcare, etc.)
# Of locations serviced:
Type of Equipment Provided:
# of Equipment Provided:
Services Provided:
Company #2
Contact Name:
Company Name:
Address:
| Telephone Number (s) |
| Office: |
| Cell: |
Email:
| Contract Term: |
| Start Date: |
| End Date: |
Type of Business: (e.g., school, restaurant, bank, healthcare, etc.)
# Of locations serviced:
Type of Equipment Provided:
# of Equipment Provided:
Services Provided:
Company #3
Contact Name:
Company Name:
Address:
| Telephone Number (s) |
| Office: |
| Cell: |
Email:
| Contract Term: |
| Start Date: |
| End Date: |
Type of Business: (e.g., school, restaurant, bank, healthcare, etc.)
# Of locations serviced:
Type of Equipment Provided:
# of Equipment Provided:
Services Provided:
*It is important that you provide references. We will only contact your references if you are a finalist, and we will notify you first.
BACK-OFFICE ADMINISTRATION
18. Describe your company’s requirements for criminal background checks and drug testing, if any, for employees.
a. Do you conduct background checks on your employees? If yes, please describe and include who performs these checks for your company.
Vendor Response:
b. Do you perform drug testing (e.g. pre-employment, random, post-accident) on your employees? If yes, please describe and include who performs this testing for your company.
Vendor Response:
19. Provide a brief description of your company’s accounting system, internal controls, and invoicing procedures.
a. What accounting system/software do you use?
Vendor Response:
b. What are your key internal controls?
Vendor Response:
c. What are your invoicing procedures to ensure accuracy?
Vendor Response:
20. Please provide a sample of your invoice.
Vendor Response:
a. If your standard invoice does not include (PO number and the name of the person who placed that order) that our Accounts Payables department needs, are you open to adding this additional information?
Vendor Response:
21. Has any owner or operators been convicted of a felony or owe child support? If yes, please provide details and how long ago.
Vendor Response:
22. 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 in detail.
Vendor Response:
23. Is your company currently or has been previously involved in any lawsuit or litigation, and/or any of your subcontractors within the last five (5) years? If yes, please explain in detail.
Vendor Response:
24. Is your company currently in default on any loan agreement or financial agreement with any bank, financial institution, or other entity? If yes, please explain in detail.
Vendor Response:
25. Is your company in good standing with the Internal Revenue Service (IRS)? If not, please explain in detail.
Vendor Response:
26. What was your employee turnover rate for 2025 in the greater Houston area?
Vendor Response:
| Personnel |
| Quantity |
Management
Technicians
Office Personnel
Project Manager
27. Provide a list of your company holidays.
28. List any associations, certifications, or trade-industry organizations with which your company is currently affiliated, if any.
29. Does your multifunction devices provide you with automatic toner supply notifications? If yes, does it automatically replenish? Please describe.
Vendor Response:
a. If no, describe your process for toner replenishment in detail.
Vendor Response:
30. Does your proposal include any parts and/or supplies that are not original equipment manufacturer? If yes, please explain.
Vendor Response:
31. Does your company have a local warehouse for parts and supplies in the greater Houston area or elsewhere in Texas? If yes, provide location. If not, where is your warehouse located?
Vendor Response:
32. Does your company have an online portal for customer account access? If yes, please provide details and features of the customer portal.
Vendor Response:
33. Will the financing for this lease come directly from your company? If not, please detail third-party options.
Vendor Response:
34. Will we be able to upgrade easily if our needs change or if technology evolves? If yes, please fully describe the process and criteria.
Vendor Response:
35. Will our IT department have access to view and manage the entire fleet interface remotely for both prints and scans?
Vendor Response:
36. Is your company an authorized reseller or holder of any cooperative purchasing contracts (e.g., OMNIA Partners, TIPS, Sourcewell? If yes, please provide the cooperative name, contract number, etc. or N/A.
Vendor Response:
| Co-op Name |
| Vendor ID |
| Contract Number |
| Contract Start Date |
| Contract Expiration Date |
37. Is your company an authorized dealer or reseller certified by the manufacturer for the proposed equipment? If not, please explain in detail.
38. Does your company provide loaners for extended down equipment? If yes, fully describe your process and what does your Service Level Agreement (SLA) state?
Vendor Response:
a. If not, what is your remedy for extended down equipment?
Vendor Response:
39. What is your process to relocate equipment from one location to another and include any associated costs?
Vendor Response:
40. Please provide a detailed description of your end-of-lease process. If you are the awarded vendor resulting from this procurement but are not awarded a subsequent contract at the conclusion of the 60-month lease term, detail the specific procedures, timelines, and responsibilities for the decommissioning, data sanitization, and return of the equipment.
Vendor Response:
41. Will your company and/or your third-party lessor agree to the non-appropriation of funds if awarded this contract?
Vendor Response:
SAFETY & TRAINING
42. Does your company have a comprehensive safety program, if yes please describe in detail.
Vendor Response:
43. Has your company had any OSHA violations within the past five (5) years? If yes, describe.
Vendor Response:
44. Describe the types of training your company requires for your technicians both at the start of employment and on an ongoing basis, if any?
Vendor Response:
CUSTOMER SERVICE
45. Does your company have a quality assurance program? If yes, please describe.
Vendor Response:
46. Describe your company’s procedure and escalation process used to report trouble in the event of a minor service issue, major service issue, and a major outage. Describe the response times for each situation.
Vendor Response:
47. Describe the systems your company uses to communicate between supervisors, office staff, and service technicians.
Vendor Response:
48. Describe your existing customer service program.
Vendor Response:
49. How do you monitor customer satisfaction?
Vendor Response:
50. How do you handle customer complaints?
Vendor Response:
51. Describe your communication plan to assure proper communication between your technicians and Agency.
Vendor Response:
Pg. 6 RFP 26-28 Multifunction Devices and Lease Services
File details come from the government source that posted it. Updated .