Inkjet Envelope Printer RFP SOW final.docx

Michigan.gov/MiProcurement Schedule a – statement of work contract activities

Contractor must enter company name here.

Michigan.gov/MiProcurement Schedule a – statement of work contract activities Request for Proposal (RFP) No. 210000001815 Inkjet Envelope Press Replacement and Maintenance This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click one checkbox and complete the entries as identified.

BACKGROUND

Printing Services (PS) provides high volume mainframe, network, and digital print services to all state agencies. PS also offers a wide variety of design, printing and bindery services. Products include brochures, newsletters, letterhead, business cards, posters, forms, envelopes, carbonless forms, manuals, books and more. Any print requests beyond the business scope are outsourced to pre-qualified vendors.

Envelope printing is a service offered by Print and Graphic Services (PGS) to its customers. It produces over 5 million envelopes for state agencies annually. Currently, envelopes are printed using an offset press, which includes a metal printing plate and ink. Envelopes can be printed in one or two colors.

Printing Services is seeking to replace the current envelope press used by Print and Graphic Services (PGS) and all its corresponding components. The printer and plate making hardware and software are fully depreciated and at the end of their life cycle. Printing Services is looking at a replacement solution that will improve production times, reduce staff workloads and provide customers with service and feature enhancements.

SCOPE

PMM is looking to purchase a digital four-color inkjet envelope printer. The scope of the project includes the purchase, installation, training and maintenance of all hardware and software required to operate the machine at vendor advertised specifications. This will be a five (5) year contract with two (2) 1-year options.

REQUIREMENTS

MANDATORY MINIMUM REQUIREMENTS

Output: Up to 10,000 #10 envelopes printed in full color per hour

Bidder must describe how they comply with the above requirement(s):

Color: Inkjet envelope press can print in full color in one pass.

Bidder must describe how they comply with the above requirement(s):

CMYK inkjet heads included in purchase price.

Bidder must describe how they comply with the above requirement(s):

One year of support included in purchase price.

Bidder must describe how they comply with the above requirement(s):

One year of software upgrades included in purchase price.

Bidder must describe how they comply with the above requirement(s):

1. General Requirements

1.1. Product Specifications

The Contractor must provide the following:

· Output: Print up to 10,000 #10 envelopes per hour.

· Size: Min of 90mm (3 17/32”) X 90mm (3 17/32”) Max of 254mm (10”) X 330mm (13”)

· Color: Prints in full color in a single pass.

· Weight: Paper weight from 60-200 g/m² (16-53 lb.)

· Quality: Resolution up to 1600 X 1375 dpi (running at rated speeds)

· Thickness: .1 mm (0.004”) to .8mm (.032”)

· Width: Max 220mm (8 21/32”)

· Conveyor belt included

· Delivery Table

· Embedded RIP included

· Upper Feeder included

· Lower Feeder Included

· CMYK inkjet heads included in cost.

· One year of maintenance and support included in cost.

· One year of software upgrades included in cost.

· Machine Warranty

· Maintenance contract (5 years and 2 optional years) Must include inkjet heads. All Hardware and Software in one maintenance contract.

Brands or trade names are for identification purposes only and do not limit the Contractor to such brands or trade names.

List all exception(s):

Bidder must describe how they comply with each specific requirement above:

1.2. Warranties

Describe any warranties included in the bid – add additional rows as needed. Explain the process for reporting warranty issues and how the Contractor will handle any repairs or replacements.

The State reserves the right to require additional warranties other than those identified by the Contractor in its response to this RFP.

Bidder must provide detailed information requested below:

Describe any warranties included in the bid (if none, write N/A):

Provide the length of the warranty:

Explain the process for reporting warranty issues:

Explain how any repairs or replacements are made, including timing, etc.:

If the warranty is provided through a third-party or manufacturer, the Contractor must confirm that the manufacturer’s warranty passes through to the State.

Provide the name, address, contact name, phone number and email address of the party responsible for the warranty:

1.3. Recall Requirements and Procedures

Describe any recall requirements and procedures.

Bidder must provide detailed information as requested in the above requirement(s). If none, enter N/A.

1.4. Quality Assurance Program

Explain your Quality Assurance Program(s).

Bidder must provide detailed information as requested in the above requirement(s):

1.5. Incentives

Explain any special incentives or services including, but not limited to, return policies, trade-in programs, quantity discounts, etc.

Bidder must provide detailed information as requested in the above requirement(s). If none, enter N/A.

1.6. Transition

A. Contract Execution:

B. Invoices must be sent within 45 days after expiration of contract. Any invoices received after 45 days will result in a non-payment of invoice.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2. Service Requirements

2.1. Timeframes

All Contract Activities must be delivered within 30 business days from receipt of order. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2.2. Delivery

Delivery will be expected within 45 calendar days upon date of order between the hours of 7:30am and 4pm. Delivery will be made at 7461 Crowner Dr. Lansing MI 48913.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2.3. Installation

Installation will be expected within 60 calendar days upon date of order. Installation will be considered complete when the machine is running at posted vendor operation specifications.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2.4. Technical Support and Repairs

When providing technical support, the Call Center must resolve the caller’s issue within 30 minutes. If the caller’s issue cannot be resolved within 2 hours, on-site service must be scheduled. The on-site service must be performed within 24 hours of the time the issue was scheduled for service. Bidder to provide a typical response schedule and timeframes for a machine that is called in for service.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2.5. Maintenance

On-site maintenance must be performed according to the recommended manufacturer maintenance schedule.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2.6. Training

The Contractor must provide the following training:

· Software Operation

· Machine Operation

· Machine Maintenance

List all exception(s):

The Contractor must explain training that is included in its proposal, as well as any additional training capabilities available and related costs, if any.

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP as Attachment A.

2.7. Meetings

The State may request meetings as it deems appropriate.

List all exception(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a contract representative specifically assigned to the State of Michigan account who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc.

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative.

List all exception(s):

3.2. Non-Key Personnel

The Contractor must notify the Contract Administrator at least 10-calendar days before removing or assigning non-key personnel.

List all exception(s):

3.3. Organizational Chart

The Bidder must provide an overall organizational chart that details staff members, by name and title, and subcontractors - either in this response box or identified here as an attachment to this RFP labelled as Attachment B.

3.4. Customer Service Toll-Free Number

The Contractor must specify its toll-free number for the State to make contact with the Contractor Representative who must be available for calls during the hours of 8 am to 5 pm EST Monday through Friday, at a minimum. Identify customer service availability for this proposal by hours and days of the week.

List all exception(s):

The Bidder must specify its toll-free number for the State to make contact with the Contractor Representative.

Identify customer service availability for this proposal by hours and days of the week.

3.5. Technical Support, Repairs and Maintenance

The Contractor must specify its toll-free number for the State to make contact with the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8 am to 5 pm EST Monday through Friday, at a minimum. Identify availability for this proposal by hours and days of the week.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

3.6. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor. Of the total bid, the price of the subcontractor’s work. Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder must provide detailed information as requested in the requirement(s):

The legal business name, address, telephone number of the subcontractor(s):

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities:

The relationship of the subcontractor to the Bidder:

Whether the Bidder has a previous working experience with the subcontractor.

If yes, provide the details of that previous relationship:

A complete description of the Contract Activities that will be performed or provided by the subcontractor:

Of the total bid, the price of the subcontractor’s work:

3.7. Security

The Contractor will be subject to the following security procedures:

· SOM ID badges must be worn at all times.

· Personnel must wear clearly identified uniforms.

· Personnel must be escorted by a SOM employee when on-site.

The Contractor must explain any additional security measures in place to ensure the security of State facilities.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

4. Pricing

4.1. Price Term

Pricing is firm for the entire length of the Contract.

List all exception(s):

4.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

List all exception(s):

5. Ordering 5.1.Authorizing Document The appropriate authorizing document for the Contract will be a delivery order from a master agreement.

List all exception(s):

6. Delivery

6.1. Delivery Programs

The Contractor must explain in detail its delivery programs (e.g., standard delivery and quick-ship), including any limitations such as quantity.

The Contractor must explain the transportation method (e.g., UPS, FedEx, Contractor fleet, or other third-party carrier) it intends on utilizing in delivery of the Contract Activities.

Bidder must describe how they comply with the above requirement(s):

6.2. Packaging and Palletizing

Packaging must be optimized to permit the lowest freight rate. Shipments must be palletized whenever possible using manufacturer's standard 4-way shipping pallets.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

7. Acceptance

7.1. Acceptance, Inspection and Testing

The State will use the following criteria to determine acceptance of the Contract Activities:

· Successful hardware installation

· Successful software installation

· Successful processing of SOM applications

· Staff Training

· PGS Manager acceptance sign-off

List all exception(s):

7.2. Final Acceptance

Final acceptance approved by PMM Director after all criteria in 6.1 have been completed.

List all exception(s):

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) purchase order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); and (g) total price.

List all exception(s):

8.2. Payment Methods

The State will make payment for Contract Activities.

Users of this contract could potentially place orders via Procurement Card (PCard). Please explain your process for ordering and accepting this payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

List all exception(s):

Bidder must explain their process for accepting the PCard payment method. If an account needs to be created on your purchasing platform, please submit documentation that shows the steps for completing this process.

9. Project Plan Upon Contract Award: A final project plan must be submitted for final approval within 14-calendar days of the Effective Date. The plan must also include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, and resources required.

List all exception(s):

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP.

10. Licensing Agreement The Contractor must provide a copy of any applicable licensing agreement.

Bidder must provide a copy of any applicable licensing agreement either in this response box or identified here as an attachment to this RFP.

11. Liquidated Damages Late or improper completion of the Contract Activities will cause loss and damage to the State and it would be impracticable and extremely difficult to fix the actual damage sustained by the State. Therefore, if there is late or improper completion of the Contract Activities the State is entitled to collect liquidated damages in the amount of $1,000 and an additional $100 per day for each day Contractor fails to remedy the late or improper completion of the Work.

List all exception(s):

12. Additional Requirements

12.1. Environmental and Energy Efficiency Product Standards

The Contractor must provide products that meet the following environmental or energy efficiency standards. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

List all exceptions – either in this response box or identified here as an attachment to this RFP labelled as Attachment C. (Add rows as necessary.)

Bidder must describe how products that meet these requirements are identified or otherwise labelled.

12.2. Hazardous Chemical Identification

In accordance with the federal Emergency Planning and Community Right-to-Know Act, 42 USC 11001, et seq., as amended, the Contractor must provide a Material Safety Data Sheet listing any hazardous chemicals as defined in 40 CFR §370.2, to be delivered. Each hazardous chemical must be properly identified, including any applicable identification number, such as a National Stock Number or Special Item Number.

The Contractor must identify any hazardous chemicals that will be provided under any resulting contract.

12.3. Mercury Content

Pursuant to MCL 18.1261d, mercury-free products must be procured when possible. The Contractor must explain if it intends to provide products containing mercury, the amount or concentration of mercury, and whether cost competitive alternatives exist. If a cost competitive alternative does exist, the Contractor must provide justification as to why the particular product is essential. All products containing mercury must be labeled as containing mercury.

12.4. Brominated Flame Retardants

The State prefers to purchase products that do not contain brominated flame retardants (BFRs) whenever possible. The Contractor must disclose whether the products contain BFRs. Contractor must describe how products that meet these requirements are identified or otherwise labelled.

List all exception(s): (Add rows as necessary.)

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