FHPS Digital Copier RFP 2021.pdf

Forest Hills Public Schools

Digital Copiers

Request for Proposal (RFP)

January 2021

Digital Copiers RFP

January 2021 Prepared by Plante Moran

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

1 General Requirements

2 Copier Requirements ....................................................................................... Error! Bookmark not defined.

APPENDICES (PROVIDED SEPARATELY)

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GENERAL TERMS AND CONDITIONS

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1 GENERAL REQUIREMENTS

1.1 INTENT

It is the intent of Forest Hills Public Schools (hereinafter referred to as the “District”) to solicit proposals from qualified vendors for a district-wide digital copier solution. All proposals must include two costs: (1) the cost for the copier equipment and installation services and, (2) a per click charge for consumables (except for paper) covering a specified number of copies across five years.

Bidders may partner with another provider to supply a complete and turnkey solution. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime vendor/contact for the District must be detailed. The District reserves the right to proceed with the provider deemed most suitable.

It is desired that vendors propose on all of the services being requested in this Request for Proposal (RFP).

Vendors may partner with another provider to supply a complete and turnkey solution. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime vendor/contact for the District must be detailed. The District reserves the right to proceed with the provider deemed most suitable.

1.1.1 Site Cleanliness

The Vendor will ensure all work areas are free from debris caused by work performed under this project scope. At the end of each day, the site must be left in a clean and neat condition prior to completing work for that day with debris properly disposed of in an efficient manner. Materials must be consolidated into an agreed upon space that is not obstructing any pathways within the respective buildings. Vendor may be asked to wear protective foot coverings or supply drop cloths to minimize impact to newly finished surfaces. Failure to properly clean may result in another contractor performing the cleanup work and back charging it to the vendor.

1.2 PROJECT DESCRIPTION

The District is seeking a digital copier solution for the entire District. This RFP outlines the performance, operational, and administrative requirements the District is seeking for the digital copier RFP. Detailed specifications for this project are included in Section 2 of the RFP.

The District currently has copiers located throughout the district as indicated in Appendix A. The District is seeking to replace the aging copiers. Specific quantities and requirements for the new copiers can be found in Appendix A. Vendors must provide a turnkey solution.

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1.3 PROPOSAL SUBMISSION

Late proposals will not be accepted. Proposals shall be submitted as follows by the deadline indicated in

Section 1.3, Schedule of Events:

• (1) Printed signed original

• (1) Printed copies

• (1) Thumb drives consisting of only 2 files:

o One single PDF file of the submitted printed signed complete proposal o Appendix A in Excel format

Mark with company name and deliver to:

Attn: Julie Davis 6590 Cascade Rd SE Grand Rapids, MI 49546

All proposals must be in a sealed package and contain the wording “Forest Hills Public Schools Digital Copiers” on the package. The wording “ORIGINAL” is to appear on the outside of the binder containing the original signed proposal. If a bid bond or cashier’s check is used, an original copy of the bid bond must be submitted in the binder marked Original. Proposals may not be delivered via facsimile or email.

All Proposals MUST include the Vendor Response Forms provided in Appendix A.

Proposals shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the Vendor or any employee of the Vendor and any member of the Board of Education or superintendent. The District shall not accept a proposal that does not include this sworn and notarized disclosure statement. The Non-Familial Form must accompany your bid proposal (see Appendix A).

In accordance with the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012, all vendors must execute the “Iran Linked Business Affidavit” and include it in their proposals (see Appendix A). Said forms are included in the Vendor Response Forms. The District will not accept a proposal that does not include this sworn and notarized disclosure statement. The form must accompany your bid proposal (see Appendix A).

1.4 SCHEDULE OF EVENTS

EVENT DATE

RFP issued February 2021

Deadline for submittals of questions related to this RFP

Feb 17, 2021

Contact: Christopher.Carr@plantemoran.com mailto:Christopher.Carr@plantemoran.com

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Deadline for proposals & public proposal opening

March 5, 2021 at 11 am local time

Anticipated award date May 2021

Implementation schedule Summer of 2021

1.4.1 Events and COVID-19

As of the release date for this RFP, the coronavirus pandemic has been recently and significantly disrupting operations or organizations in the both public and private sectors.

First and foremost, the District places the health and safety of both District staff and vendors at the forefront of the initiative described further in this RFP.

Due to the ongoing and uncertain nature of the COVID-19 pandemic, it is possible that some events in the above schedule which would normally be performed in-person, such as vendor demonstrations, will be conducted remotely. It is also possible that some dates in the above schedule may be subject to change due to the pandemic. Communication will be distributed as the COVID-19 situation develops to update vendors on any changes to the schedule, as well as the location and method for activities such as vendor demonstrations.

1.5 INTENT TO PROPOSE

Each vendor that intends to submit a proposal in response to this RFP should communicate its intent via email to gina.mancinelli@plantemoran.com with the subject line “[vendor name] – FHPS Digital Copiers RFP - Intent to Propose.” Please note that ALL questions related to this RFP should be referred to the contact information per Section 1.7, RFP Clarifications and Addenda.

The response shall include the name of the Vendor, the name of the contact person, and that person’s email address.

1.6 VENDORS’ CONFERENCE

A pre-proposal vendors’ conference will not be held for this project.

1.7 RFP CLARIFICATIONS & ADDENDA

Please note that any addenda will be posted by the District to the bid site that housed the original RFP.

Vendors are responsible for checking the site regularly to make themselves aware of any new addenda.

When making requests for clarification, please identify the relevant section number (e.g., Section 2.3.1).

Requests for clarification shall be submitted by email only to:

Project Manager Christopher.Carr@plantemoran.com mailto:gina.mancinelli@plantemoran.com mailto:Christopher.Carr@plantemoran.com

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1.8 PROPOSAL FORMAT

To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

1.8.1 Executive Summary

The executive summary should, at a minimum, include the following:

A. Executive letter highlighting how the proposed solution achieves the objectives of the District: This letter is to be signed by an officer of the organization submitting the proposal

B. Organizational overview: A brief overview of the organization

C. Provide features of the digital copier solution to identify:

1. How the solution aligns with the requested technical requirements

2. Any functional or technical requirements that the proposed solution cannot achieve

3. Any assumptions and/or District resources required to complete the solution

1.8.2 Vendor Response Forms

Vendor Response Forms are supplied in this RFP (Appendix A). In addition to requesting information on your company and the proposed solution, along with other required forms, you must clearly indicate whether you either comply or take exception to any of the sections in this RFP. All vendors MUST submit the Comply/Exception Form from Appendix A. Where applicable, an explanation to the exception must be provided.

1.8.3 Project Plan

The Vendor will include an overview of its project plan in its response.

1.8.4 Project Team

Indicate the level of qualification of the staff who will be assigned to this project. Qualification will be based on certifications and years of experience with the materials proposal in similar configurations. Names of staff need not be provided; however, the response in this section will indicate the minimum level of experience that will be provided. If necessary, please include additional categories to address additional levels of staff or staff with different certifications and years of experience.

1.8.5 Product Information

The Vendor must include copies of the technical specifications and/or data sheets for each of the products being proposed.

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1.8.6 Electronic Copy

An electronic format of the forms in Appendix A in a Microsoft Excel format MUST be included with your response. A PDF version of all other materials must also be included.

1.8.7 Equipment Listing (BOM)

A bill of material must be included with the bid response identifying equipment models and quantities.

1.8.8 Additional Information

Additional information may be provided at the Vendor’s discretion.

1.9 BID BONDS

Every bid shall be accompanied by either a cashier’s check on a solvent bank or by a bond executed by a surety company authorized to do business in the state of Michigan. A 5% bid bond or cashier’s check shall be required. Such check or bond shall name the District as recipient. The amount of such bid bond or cashier’s check shall be forfeited as liquidated damages, costs, and expenses incurred by the District if the Vendor, after given an award as successful vendor, shall fail within thirty (30) days after the notice of such award to enter into appropriate contract with the District.

1.10 PERFORMANCE AND PAYMENT BONDS

The District MAY require the selected vendor(s) to provide a performance bond upon award of the contract.

The associated cost of the performance bond is to be shown as a separate line item — do NOT include this cost in your base bid. This bond shall be equal in amount to the total price to the District of purchased equipment & services. The surety of the bond shall remain in effect for one (1) year after all acceptance of the entire project has been executed by the District. In the event that the Vendor(s) fails to perform its obligations under any agreement between the Vendor(s) and the District, the bond shall be paid to the District. The Vendor(s) further agrees to save and hold harmless the District and agents from all liability and damages of every description in connection with any subsequent agreements. Payment bonds shall be required under the following conditions: project award exceeds $50,000 and project involves construction, alteration, or repair to the buildings.

1.11 INSPECTION OF WORKSITE

If necessary, vendors can request access for site visits from Forest Hills Public Schools by contacting the individual identified in Section 1.7, RFP Clarifications & Addenda. We do not believe on-site access and review will be required prior to the project and, therefore, requests may be denied.

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1.12 MODIFICATION OF RFP

Vendors may not modify the RFP text to affect the terms, conditions, or specifications found in this document; this is forbidden and will subject the bid response to rejection. In the event any text is modified, the original text as issued will apply. This clause does not apply to the vendor response areas of the RFP where it is expected that vendors will enter their text.

1.13 CONFIDENTIAL INFORMATION

As a public entity, the District is subject to the Michigan Freedom of Information Act (FOIA). Information contained in proposals may be subject to FOIA requests.

1.14 RIGHT TO REQUEST ADDITIONAL INFORMATION

The District reserves the right to request any additional information that might be deemed necessary after the completion of this document.

1.15 RIGHT OF REFUSAL

The District reserves the right to reject any or all proposals in their entirety, evaluate suggestions or exceptions, waive irregularities, or select certain equipment from various vendor proposals, based on the best interests of the District. The District reserves the right to reject any or all proposals for a specific section. The District reserves the right to award specific buildings to one or more vendors.

1.16 PROPOSAL PREPARATION COSTS

The Vendor is responsible for any and all costs incurred by the Vendor or its subcontractors in responding to this RFP.

1.17 SYSTEM DESIGN COSTS

The successful vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.

1.18 PERMITS

The successful vendor shall be responsible for complying with all local, state, and federal codes applicable to this installation. This includes the electrical permit required by the state of Michigan for low voltage installations. Include all costs associated with permitting in your base bid.

1.19 PRICING ELIGIBILITY PERIOD

All vendor proposal bids are required to be offered for a term not less than 120 calendar days in duration. A claim of mistake in computation of a proposal shall not void the proposals after they are opened and accepted.

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1.20 ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification and coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup, and training.

1.21 TURNKEY SOLUTION

All prices quoted must include all the cables, connectors, etc., that will be necessary to make the system specified fully operational for the intent, function, and purposes stated herein.

1.22 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Forest Hills Public Schools is a tax-exempt entity for all purposes, except if the project makes enhancements and/or additions to real property.

1.23 PURCHASE QUANTITIES

The District reserves the right to adjust upward or downward by 25%, the quantities of items purchased without altering the unit purchase price upon award and throughout the contract period.

1.24 AGREEMENT REQUIREMENTS

The District intends to use the agreement contained in Appendix B for this project. Please review this attached agreement and indicate whether the terms of the agreement are acceptable. Include all contract exceptions in your proposal, if any.

The District considers this RFP legally binding and will require that this RFP and the resulting vendor proposal be included as addenda to any subsequent agreements between the Vendor(s) and the District. It should be understood by the Vendor(s) that this means that the District expects the Vendor(s) to satisfy all requirements and reports listed herein. Exceptions should be explicitly noted in the vendor proposals. Lack of listing all exceptions will be considered acceptance of all of the specifications as presented in this RFP.

1.25 SURVIVAL CLAUSE

All duties and responsibilities of any party that, either expressly or by their nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of the Agreement.

1.26 FORCE MAJEURE CLAUSE

See proposed Agreement in Appendix B.

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1.27 INCORPORATION BY REFERENCE

The Vendor shall supply equipment, wiring, technology, training, and other related services adequate to accomplish the requirements as set forth in the RFP and the Vendor response to the RFP. Parties agree that where there is a conflict between terms of the Agreement and the information presented in the referenced documents, the Agreement shall take precedence. The parties also agree that where there is not a conflict between the Agreement and the information presented in the referenced documents, all terms, conditions, and offers presented in the Vendor’s proposal shall herein be referenced to the Agreement and shall be binding upon all parties to the Agreement.

1.28 RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of the Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice.. The equipment shall be installed and placed into good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the District of responsibility for all risk of loss or damage to the equipment. In addition, the Vendor shall hold the District and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

1.29 SHIPPING OF EQUIPMENT

All shipping and insurance costs to and from the site shall be included in the Vendor’s proposal. All payments to shipping agents and for insurance fees shall be made directly by the Vendor. The District shall make no payments to any firm concerning the shipment, installation, and delivery of equipment that is not a part of the Agreement and for which exact payments are not described. The Vendor shall be responsible for all arrangements for the shipment and receipt of equipment to the District’s prepared site. The Vendor shall provide all properly trained representatives to unpack all items of equipment and place this equipment in the proper locations. The Vendor shall also be responsible for removal of all debris and packing materials from the site resulting from the installation of the equipment.

1.30 NON-WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the Agreement to grant extensions or provide flexibilities to the other party in meeting scheduled tasks or responsibilities defined in the Agreement. Under no circumstances, however, shall any parties to the Agreement forfeit or cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the Vendor by the District should in no way be interpreted as acceptance of the system or the waiver of performance requirements.

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1.31 GENERAL INDEMNIFICATION

See proposed Agreement in Appendix B.

1.32 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS

See proposed Agreement in Appendix B.

1.33 NONDISCRIMINATION BY VENDORS OR AGENTS OF THE VENDOR

See proposed Agreement in Appendix B.

1.34 SUBCONTRACTORS

See proposed Agreement in Appendix B.

1.35 EFFECT OF REGULATION

See proposed Agreement in Appendix B.

1.36 PROJECT MANAGEMENT STAFF DESIGNATION

The Vendor understands that the successful installation, testing, and operation of the system that is the subject of this document shall be accomplished by a cooperative effort. To most effectively manage this process, the Vendor shall designate a single representative to act as project manager, who shall have the authority to act on behalf of the Vendor on all matters pertaining to the Agreement.

In the event that an employee of the Vendor is, in the opinion of the District, uncooperative, inept, incompetent, or otherwise unacceptable, the Vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy as described above. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in the Agreement.

1.37 ASSIGNMENTS

The District and the Vendor each binds themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in the Agreement.

1.38 VENDOR AS INDEPENDENT VENDOR

It is expressly agreed that the Vendor is not an agent of the District but an independent contractor. The Vendor shall not pledge or attempt to pledge the credit of the District or in any other way attempt to bind the District.

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1.39 INSURANCE

1.39.1 Workers’ Compensation Coverage

The Vendor shall procure and maintain, during the life of the Agreement, Workers’ Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the state of Michigan.

1.39.2 Commercial General Liability Insurance

The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than one million dollars ($1,000,000) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following features: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Vendors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate.

1.39.3 Motor Vehicle Liability

The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, Motor Vehicle Liability Insurance, including applicable No-fault coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles and all hired vehicles.

1.39.4 Additional Insured

The following shall be named Additional Insureds: Forest Hills Public Schools, including all elected and appointed officials; all employees and volunteers; and all boards, commissions; and/or authorities and their board members, employees, and volunteers.

This coverage shall be primary to the Additional Insureds and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage is primary, contributing, or excess.

1.39.5 Notice of Cancellation or Change

Workers’ Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty

(60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to: Julie Davis, Forest Hills Public Schools., 6590 Cascade Rd SE, Grand Rapids, MI 49546 (313) 432-3000.

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1.39.6 Proof of Insurance Coverage

The Vendor shall provide the District, at the time the Agreements are returned for execution, Certificates of Insurance, and/or policies, acceptable to the District, as listed below:

A. Two (2) copies of Certificate of Insurance for Worker’s Compensation Insurance;

B. Two (2) copies of Certificate of Insurance for Commercial General Liability Insurance;

C. Two (2) copies of Certificate of Insurance for Vehicle Liability Insurance;

D. Original Policy, or binder pending issuance of policy, for District s and Contractors Protective Liability Insurance;

E. If so requested, certified copies of all policies shall be furnished.

1.39.7 Continuation of Coverage

If any of the above coverage expires during the term of the Agreement, the Vendor shall deliver renewal certificates and/or policies to Forest Hills Public Schools at least ten (10) days prior to the expiration date.

1.39.8 Failure to Comply

Failure to comply with the insurance requirements contained in the Agreement shall constitute a material violation and breach of contract and may result in termination of the Agreement.

1.40 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The District has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The District has provided detailed descriptions and criteria of how the system can be defined to accomplish this particular purpose. The District has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about, the District’s particular purpose, the Vendor, at the time the Agreement is in force, has reason and opportunity to know

(1) the particular purpose for which products are required, and (2) that the District is relying on the Vendor’s experience and knowledge of these products to provide those that are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

1.41 WARRANTY

See Section 2 for warranty requirements.

1.42 FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by the District after all components of this RFP and all approved change orders have been installed completely, plus the items identified in Section 2. The

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District or the District’s Representative shall be the sole judge of whether all conditions for final acceptance criteria have been met.

1.43 STANDARD FORMS AND CONTRACTS

Any forms and contracts the Vendor(s) proposes to include as part of any agreement resulting from this bid between the Vendor(s) and the District must be submitted as part of the proposal. Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

1.44 NON-COLLUSION COVENANT

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of the Agreement. The Vendor certifies that its proposal is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a proposal for the same services and is, in all respects, fair, without outside control, collusion, fraud, or otherwise illegal action.

1.45 ADVERTISEMENT

The laws of the state of Michigan, the District purchasing policies, and the legal advertisement for vendors and purchases are made a part of any agreement entered into in the same respect as if specifically set forth in that agreement.

1.46 SELECTION CRITERION

The District intends to enter into a long-term relationship with a well-established vendor whose products, features, design philosophy, and support policies come closest to meeting the District’s needs. The selected vendor must be a well-established, financially stable firm committed to technology in K-12; will have a commitment to attracting and retaining an excellent staff of technical and product support personnel; and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients’ suggestions for improvements. Finally, there must be a good fit between Vendor’s staff and the District’s staff to assure a good working relationship.

The vendors will be evaluated based on the following selection criteria:

1.46.1 Compliance to Specifications

A. Functional and technical requirements

1. Compliance to mandatory specifications

2. Ability to achieve nonmandatory requirements

3. Vendor interview and solution demonstration as required

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B. Proposal requirements

1. Implementation support

2. Ongoing support

3. Experience

4. Cost

1.47 SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for rejection of the proposal.

The District reserves the right to accept the Vendor’s replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.

1.48 PAYMENT TERMS

See proposed Agreement in Appendix B.

1.49 CRIMINAL BACKGROUND SCREENING

The District is committed to assuring a safe environment for students, employees, and district visitors.

Accordingly, the District requires criminal background certification compliance from vendors and subcontractor who perform work at any district facility. Each vendor or subcontractor shall certify that all legally required criminal history and criminal record checks, electronic finger print scans (Michigan and FBI), and/or any other background check requirements are conducted in accordance with applicable provisions within Sections 380.1230, 380.1230a-h, 380.1236a of the Michigan Revised School Code, and all other applicable federal and state laws concerning background checks. These results must be sent directly to the District. Additionally, the Vendor must certify that no District , employee, agent, representative, vendor, and/or other personnel of the Vendor will be on any district premises if they are a registered criminal sexual offender under the Sex Offenders Registration Act, Public Act 295 of 1994, or have been convicted of a “Listed Offense” as defined under Section 722 of the Sex Offenders Registration Act, MCL

28.722. The Vendor shall also require employees, if and as applicable, to comply with the reporting requirements of Section 1230d of the Revised School Code and shall promptly forward any information so obtained to the District.

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2 COPIER REQUIREMENTS

2.1 GENERAL REQUIREMENTS

2.1.1 Project Design

Bidders shall formulate a base bid to design, furnish, and install digital copiers district-wide. Appendix A provides a list of copiers required by building. Vendor equipment proposals MUST include a 60 month warranty and a separate cost for consumables (excluding paper) covering 80 million copies across five years (i.e., vendors must submit two costs – (1) equipment with warranty and implementation services and (2) per click consumable / maintenance cost) .

The scope of work includes the provision and installation of digital copiers, based on the quantity and the volumes listed in Appendix A, including connecting the copiers to the network. The successful vendor will be responsible for removing all of the copiers noted in Appendix A – Current Copier Details identified as “Copiers to be Replaced.”

2.1.2 Current Environment

The Districts currently operates an IT environment with the following technologies deployed:

• Server environment: Windows / Active Directory

• Desktop environment: Windows 10

• Office productivity: Google

• Email: Gmail

• Papercut: Version 19.0.7 (plans to be updated within the next month). The District’s current Papercut license expires in July 2021.

2.1.3 New Materials

All equipment quoted by bidder shall be new. Any exceptions must be specifically noted as “Used Equipment”.

2.1.4 Alternate Designs

Recognizing variations in vendor equipment and design configurations, alternate solutions may be submitted. Alternate bids may be accepted when they satisfy the objectives of the Specification providing efficiency, economy, or elegance unachievable through the base bid design. Alternative solutions are to be priced separately from the base bid.

2.1.5 Demonstrations

The awarded vendor may be required to provide for demonstrations / site visits to allow the District to view and test any proposed equipment. Demonstrations can be at a vendor’s location, or at the location of a reference of the vendor. All proposed equipment must be available for demonstration on the site visits.

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2.1.6 SYSTEM OVERVIEW: TO BE PROPOSED

The District is seeking proposals for digital copiers district wide. All copiers shall include network connectivity and adhere to the specifications noted in Appendix A.

The successful vendor shall be responsible for installation of the copiers, training and all warranty work for five years from installation. Vendors shall provide a separate cost for all supplies (except paper) for 80 million copies across five years. The district will provide paper separately. Vendor shall provide a separate cost for implementation and licensing of Papercut on all new copiers. Note – all training must be provided at no cost to the district.

2.1.7 Electrical and Environmental Requirements

The successful vendor shall be responsible for performing site visits to each building to confirm that the new copier will fit in the environment, identify any additional electrical requirements and ensure that there is an existing data drop. The Vendor shall NOT be responsible for installing new electrical nor data drops but will be responsible for identifying any such requirements for installation by the District.

2.1.8 Copier Specifications

See Appendix A for technical and software specifications for digital copiers. Please note that we are looking for copiers in two ranges: 90-100 ppm (monochrome) and 40-50 ppm (monochrome.

2.1.9 Copier Quantities

Vendors shall provide the copiers as indicated in Appendix A.

2.1.10 Existing Copiers – Trade In and Removal

Provide the trade-in value for the existing copiers in Appendix A that are listed as “Copiers to be Replaced.”

The successful vendor will be responsible for removing said copiers from the district; all removal costs must be included in Appendix A.

2.2 COMPLETE PACKAGE

The entire bid package must include costs as outlined on the Official Bid Pricing form in Appendix A including: (1) the total cost of the equipment including a 60 month warranty, and all installation services;

(2) a per copy cost for all consumable supplies and maintenance except for paper for 80 million copies across five years and (3) Papercut software license and implementation fees for five years. Items 2 and 3 are to be included in additional costs, not in the base bid.

The total cost must include all installation (unpacking, setup, installation, configuration, cleanup), delivery and, if appropriate, disposal costs. The successful vendor must submit three invoices: (1) one invoice will include all equipment costs and warranty costs (60 months); (2)monthly invoices for supplies that includes actual meter reads and (3) monthly invoices for Papercut. Training must be included at no additional cost.

The District will not pay for any additional charges not included in the vendor’s proposal.

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2.3 INSTALLATION

The Vendor shall be responsible for removing existing copiers, installing all new copiers, connecting to the network and performing all configuration services to ensure that the copier is functioning and can be accessed both from the console as well as via workstations on the network. The Vendor will NOT be responsible for network configuration changes but will be responsible for identifying any necessary changes and working with district personnel to effect those changes.

The vendor shall be responsible for all delivery, unpacking, setup, installation, configuration and cleanup, including packaging removal. The Vendor must remove all packing material from the district (e.g., the successful vendor cannot use district trash dumpsters).

The vendor shall be responsible for disposing of all replaced equipment, regardless of whether a trade-in value is being offered.

Vendor shall annually review usage and switch copiers to balance usage (included as part of contract at no charge).

2.4 CUT SHEETS

Submit a cutsheet on all equipment proposed with your proposal.

2.5 TRAINING

The successful vendor will be responsible for providing training at NO COST to the district. Training shall include the following:

• Two sessions of operator training for representatives from each building (likely to be the building secretaries) at a single location within the district.

• Technical training for IT staff, at a single location

• Operator training, if requested, for building staff, to be conducted at individual buildings.

2.6 DOCUMENTATION

The Contractor shall provide (2) complete sets of system documentation as detailed below.

2.6.1 Copier Records

The Contractor will provide the District with a detailed copier record spreadsheet, consisting of the following (provide on electronic spreadsheet media):

a) Building Identification

b) Work Area/Room Number

c) Model Number

d) Serial Number

e) Service Meter

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These records will be updated on at least an annual basis.

2.6.2 Manufacturer System Manuals

The Contractor will provide the District with all System Manuals where System Manuals are provided by the manufacturer.

2.6.3 User Guides

The Contractor will provide the District with easy-to-understand User Guides providing an overview of the most commonly used copier features. It is anticipated that these User Guides will be the first point of reference for end users and shall be stored on the district’s intranet. The Contractor will provide two sets of User Guides (laminated) for each copier and will provide an electronic copy for each copier model.

2.6.4 Warranty Documentation

Upon acceptance by the manufacturer, the Contractor shall provide all warranty documentation associated with the copier installation.

2.6.5 Documentation Turnover

The Contractor shall provide an inventory of all documentation (including test results) submitted to the District and shall obtain the signature of the recipient.

2.7 ACCEPTANCE TESTING CRITERIA

Upon completion of work and prior to the final acceptance, the Contractor will submit to the District:

• All System and Operating Manuals

• All Warranty Documentation

• All copier records

• All Testing Results (must demonstrate satisfactory test results)

2.7.1 Testing - Submission of Results

Test results are to be submitted to the District ’s representative.

2.8 PUNCH LISTS

After installation is complete, the Contractor shall receive a punch list from the District. Contractor shall have 30 days to remedy the punch list. The District and/or District Representative shall review the punch list items. If any items remain after Contractor has indicated they were cleared, contractor shall be charged $500 for each subsequent visit by District or its representative to review punch list until punch list is cleared.

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2.9 FINAL ACCEPTANCE

The Contractor shall demonstrate that all work is complete, free from physical and electrical defects or deficiencies and in satisfactory operating condition. The District shall be allowed to inspect and test the work performed and to notify Contractor of any deficiencies. The District or their designated representative will be the sole judge as to whether the work has been completed properly. All material or equipment that is deemed not to comply with this RFP will be replaced by the Contractor, at no charge to the District, prior to final payment.

2.10 WARRANTY

Bidders must provide full warranty contracts to include all replacement parts, labor, travel, delivery, etc., for 60 months on all equipment bid. The warranty shall begin at time of installation. There are to be no minimum copy volume requirements on any product nor copy charges. While the Bidder may provide the warranty, the proposal must include a manufacturer statement indicating that the manufacturer will back the warranty should the bidder be unable to do so over the life of the contract. Additionally, the proposed solution MUST be manufacturer certified, that is, the manufacturer will assume responsibility for this contract in the event that the local dealership breaches the agreement. Include a statement of the manufacturer with your proposal.

2.11 GUARANTEE

Guarantee must be provided by bidders to replace any machine which does not perform to the Districts’ satisfaction during the 60-month warranty period.

2.12 PURCHASE PRICE

See the Bidder Response Form.

Provide all costs associated with all of the equipment and services specified in Section 2 as part of your base bid, unless the item was identified as an option. Provide the following information:

• A complete, itemized equipment list

• The base bid amount for the complete project. If any miscellaneous costs need to be included, be sure to identify and explain them.

• Trade in value for existing copiers that are being replaced (See Appendix A for recent meter readings)

• Guaranteed percentage off of list pricing, to be used if the District chooses to purchase additional equipment after their initial purchase. This guarantee is to be made available to the District for the duration of the contract.

• Warranty period and terms

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• NOTE: The contract is to be billed monthly, however the pricing sheet is to be provided as an annual total.

• NOTE: The district will determine on an annual basis if the total click count for consumables / maintenance will increase/decrease for the following year. The District will meet with Contractor by May 1st in order to determine this change each year. The pricing is reflected in the options in Appendix A.

Attach a complete itemized Bill of Material (including unit pricing) with your proposal.

** End of Project Specifications & Requirements**

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APPENDICES (provided separately)

Appendix A - Bidder Response Forms

Appendix B - Sample Agreement

Forest Hills Public Schools Appendix B-SAMPLE AGREEMENT Digital Copiers RFP Page 1

<Date Year>

SAMPLE AGREEMENT

This AGREEMENT (the “Agreement”) is made on the Effective Date between [Vendor] (hereinafter called the “Contractor”) whose address is _________________ and Forest Hills Public Schools (hereinafter called the “District”) whose address is 6590 Cascade Rd SE, Grand Rapids, MI 49546.

RECITALS

A The Contractor shall provide the District with all of the necessary equipment/materials/technology/devices, implementation, installation, testing and all other related Services required for a fully functioning digital copier solution (hereinafter referred to as the “System(s)”) upon the terms and conditions set forth herein and in the other Contract Documentation.

B The District desires to obtain the System(s) and Services from the Contractor upon the terms and conditions set forth herein and in the other Contract Documentation.

C. The parties agree that where there is a conflict between terms of this Agreement and the and the other Contract Documentation, this Agreement shall take precedence. The parties also agree that where there is not a conflict between this Agreement and the other Contract Documentation, to the extent accepted by District, all terms and conditions in the other Contract Documentation, shall be incorporated by reference into this Agreement and shall be binding upon all parties to this Agreement.

D. The District and the Contractor each bind themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in this Agreement.

E. It is expressly agreed that the Contractor is not an agent or employee of the District but an independent contractor. Where the term “Contractor” is used, it includes all employees, subcontractors, consultants and agents of the Contractor. The Contractor shall not pledge or attempt to pledge the credit of the District or in any other way attempt to bind the District.

NOW, THEREFORE, IN CONSIDERATION FOR THE FOREGOING AND THE MUTUAL COVENANTS SET FORTH

HEREIN, THE PARTIES HERETO AGREE AS FOLLOWS:

1 DEFINITIONS AND EXHIBITS

1.1 Contract Documentation. “Contract Documentation” shall mean (i) this Agreement including any and all Exhibits, (ii) the District’s Request for Proposal (RFP) dated [Date] and associated bid bulletins and

(iii) the Contractor’s Response and clarifications to the RFP dated [Date], to the extent accepted by District. Said documents shall take precedence in the order set forth in this Paragraph. In the event of any inconsistency or ambiguity between this Agreement and other Contract Documentation, the terms that are more favorable to the Owner shall govern.

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<Date Year>

1.2 Documentation. “Documentation” shall mean (i) all written materials or information relating to the System(s) or its operation, including, without limitation, user-oriented and technical operation, reference, and training manuals and (ii) the documentation as outlined in the Contract Documentation.

1.3 Effective Date. “Effective Date” shall mean the last date on which both parties hereto have executed this Agreement.

1.4 Purchase Price. “Purchase Price” shall mean the aggregate amount payable by the District for (i) the purchase of the System(s) and Services to be provided by the Contractor in accordance with the RFP, and (ii) to the extent accepted by the District, the Contractor’s response to the RFP. The Purchase Price is inclusive of all taxes, shipping, handling, material bond(s), payment bond(s), performance bond(s), and insurance.

1.5 Systems. Shall include, but not be limited to, digital copiers, miscellaneous items, and materials necessary for a fully functioning solution to achieve the requirements contained in the Contract Documentation.

1.6 Services. “Services” shall include, but shall not be limited to, any and all labor, implementation, installation, testing, documentation, training, debugging, and acceptance testing activities

1.7 Sites. Sites shall mean the locations set forth in the Contract Documentation.

1.8 Term. The District reserves the right to terminate this Agreement at any time for any reason upon thirty (30) days written notice to the Contractor.

2 TURNKEY SOLUTION

2.1 Turnkey Solution. This Agreement and the other Contract Documentation set forth the terms and conditions upon which the Contractor will provide a turnkey solution for the installation and operation of the System(s) for use by the District. The Contractor agrees that it will provide a complete Turnkey Solution to the District. The Contractor shall be responsible for the successful installation, and operation of the System(s) in all phases of design, acceptance testing, and Documentation of the System(s) as detailed in the Contract Documentation.

2.2 The Contractor’s Obligation. In consideration of the payment of the Purchase Price, it is agreed and understood that the Contractor shall be obligated to provide the Systems(s) and Services, in accordance with the terms and conditions set forth herein and in the Contract Documentation.

2.3 Guarantee. The Contractor shall guarantee and warrant its design, operation, and functionality of the System(s) in accordance with the Contract Documentation.

2.4 Complete Solution. The Contractor will supply all labor, devices/equipment, and Services necessary to provide the System(s) in accordance with the Purchase Price set forth in Section 3.1. The Contractor represents and warrants that the purchase of the System(s) and installation and implementation Services provided to the District will constitute a fully operational solution as contemplated by the Contract Documentation.

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<Date Year>

3 PAYMENT

3.1 Purchase Price. The Contractor agrees to sell to the District and the District agrees to purchase the System(s) and Services upon the terms and conditions set forth in this Agreement at a price not to exceed: $_________.

3.2 Payment Terms: Payment shall be in accordance to the following schedule:

3.3 Progress billing can be submitted monthly for equipment that is delivered and installed, based on a mutually agreed upon percentage of completion between the District and the Contractor. Total progress payments shall not exceed 90% of the total Purchase Price. Progress billings shall reflect the 10% retainage referenced below.

3.3.1 10% of the total Purchase Price will be held as retainage and will be payable within (30) thirty days of final acceptance of the completed System(s) by the District or its designated representative. 50% of the retainage will be payable upon delivery of documentation. The remaining 50% of the retainage shall be payable based upon the final acceptance of all sites.

3.4 Request for Payment. The Contractor shall submit to the District’s project coordinator the standard AIA Application for Payment forms upon completion of the payment terms referenced in Paragraph

3.2 above. Approved invoices shall be paid within thirty (30) days from date of approval of the invoice.

In the event of disputes and invoice is not approved, District shall notify Contractor within ten (10) days of receipt of the invoice.

3.5 Taxes. The Purchase Price is inclusive of any applicable taxes. The District, however, is a tax-exempt entity, except if the Project makes additions and/or enhancements to real property.

3.6 Performance Bonds <NOTE – THIS MAY NOT BE REQUIRED>. The Contractor shall provide a Performance Bond and a Labor and Materials Payment Bond upon award of this Agreement in the form acceptable to the District. The bonds shall be equal in amount to the total Purchase Price. The bond shall remain in effect for one (1) year after acceptance of the entire Project has been approved by the District. Said bonds shall be provided by a Surety having a rating of A- or better from A. M. Best and Co. and said Surety shall be authorized to do business in the State of Michigan.