Ionia Public Schools Copier and Print Services RFP.pdf

Ionia Public Schools

Request for Proposal

District Copy and Print Services RFP

Dear Vendor, This request for proposals is to provide managed copier and print services for Ionia Public

Schools (IPS). We will be accepting proposals until 12:00 PM, Thursday, May 2, 2024. The base bids will be read after the close of the bid. All specific questions or clarifications should be directed to:

Tim Blackmer

Director of Technology

Ionia Public Schools

364 E. Tuttle Rd.

Ionia, MI 48846

Thank you for taking part in this process.

Sincerely, Tim Blackmer

364 E. Tuttle Rd.

Uniform Proposal Requirements

The following pages represent the uniform requirements that must be met in order to submit bids/quotes for the equipment and installation listed.

1.0 Advertisement for Bids

1. IPS is accepting proposals for Managed Print and Copy Services. IPS will only accept complete and accurate bids containing all of the information requested below (as minimum requirements). Please respond to this section item by item, providing all of the required information and indicate if the bidder fully complies, does not comply, partially complies or takes exception. All responses other than “fully complies” require an explanation.

2. Bid review will begin at 12:00 PM, Thursday, May 2, 2024, in the IPS Board of Education

Offices located at 250 E. Tuttle Rd. Ionia, MI 48846. All bids must be received by this time to be included in the bid opening. No late bids will be considered. Bid responses may be sent to the following address:

No Late Bids will be accepted

Print Services Response

Attn: Tim Blackmer

250 E. Tuttle Rd.

3. Ionia Public Schools reserves the right to accept or reject any bids.

4. Vendors may have more than one solution that fits the scope of this project. Please feel free to submit more than 1 proposal.

5. It is the intent to award bids by June 1, 2024. Installation and delivery of equipment would commence after June 1, 2024, and all equipment would be operational by July

5, 2024. On-site personnel will be trained by July 15, 2024, as requested by the building supervisor. Teacher training will be provided before the start of the school year, with dates and times coordinated with the principal. There will also be at least one annual training for new staff and updates.

6. Optional Features - Cost itemized for each model for each feature (list cost and if they are an option) on a page attached to the sheet and which options are available on the specified models:

Saddle stitch stapling

Authentication unit for the copier (preferred to work with our door cards by HID Prox)

Scan to Google or Scan to Active Directory (AD) Microsoft Server

Active Directory (AD) Connectors for Scan to option

Google Cloud Capability

Scan to Google Drive

3-hole punch

Secure printing options

Find-me printing/pull printing/follow-me printing

Large capacity paper tray

Others such as page trays, cabinets, finishers, etc.

7. The following criteria shall be considered in making an award:

Cost of equipment lease or purchase (bid both options)

Page fee cost per copy/impression

Maintenance/service agreement conditions

Conformity to listed specifications

Delivery of the copiers within the required schedule

Service and warranty provided

Prior working relationship experience

References

Repair force and certification and distance to our organization

8. IPS reserves the right to change quantity on accessories, copiers, or printers at the time of the order.

9. Vendors must provide a proposal specifying the lease/purchase cost and the cost per page. The cost per black and white printed/copied page will be consistent regardless of what device is being used. Similarly, the cost per color printed/copied page will be consistent regardless of which color capable device is used.

10. Bidders must clearly indicate the extent of warranties, guaranteed response time and ability to provide parts and services for the equipment on which they are bidding.

11. Bidders must provide written confirmation from the original equipment manufacturer that the manufacturer will provide full maintenance should the bidder be unable to do so over the life of the contract.

12. It is understood that IPS is a governmental entity, and as such, is exempt from the payment of all state and federal taxes applying to the products specified in this document. Therefore, the prices quoted by the bidder should not include any allocation for taxes.

13. The following items must be included in your bid price:

a. The machines and devices offered including brand name, model number, included options, market introduction date, and page per minute speeds.

b. Delivery and installation of the machine to the location of deployment.

c. Instructions and in-services to individual school building personnel concerning operation of equipment on a mutually acceptable date as agreed to between the building administrator and bidder.

d. Maintenance of all machines in good working condition, including but not limited to all necessary inspections, repairs and adjustments, including replacement of parts and drums. Bidders must indicate annual cost of maintenance and supplies (not including staples) on a cost per copy basis for duration of contract.

e. Contract rates will be locked at the cost per page for the term of no less than five (5) years of the lease or purchase.

f. The equipment must be certified new and not refurbished

14. Machines shall be kept in good working order so that work delays and copy problems will be minimized. Machines must meet the total volume requirements listed under

Copier Equipment Needed. The School District reserves the right to request a new replacement copier at the bidder’s expense in the event that a recurring problem cannot be corrected to the satisfaction of the School District. The conclusion that a copier is experiencing a recurring problem will be defined as: “The same issue 3 times or more to the same device within a 60-day period.”

15. If a copier or printer is going to be down or unusable for more than 24 hours, then the vendor needs to supply a temporary replacement.

16. The proposal should include a 60-month lease to own contract with the initial payment beginning 30 days after the equipment is installed, and a full purchase option. The lease document shall state the equipment is titled to the respective school district. A copy of the bidder’s lease agreement shall be included with the bid proposal.

17. The attached bid proposal sheet must be completed and enclosed as part of the bid proposal.

18. Each copier / multi-function device will support SMTP connectivity and Google authentication directly. Scan to email feature will have the ability to authenticate directly to Google to send emails with attachments without the need for a separate local SMTP server.

19. Vendor will also include hardware options that will allow IPS to utilize existing HID

Prox cards samples are available of the key fobs for testing with your system.

20. Proactive replenishment of consumable supplies. Vendors are encouraged to provide a proactive service for toner and consumables by monitoring copiers and printers online. Vendors will send supplies automatically as levels become low.

21. Vendor will provide a sample of their detailed monthly billing summary used with customers of similar size and function.

2.00 IPS - Scope of work and bid response format

The selected vendor shall provide the following services to Ionia Public Schools.

This section is broken up into 3 parts: Equipment, Maintenance, and Software.

2.01 Maintenance

Maintenance for the equipment listed in the previous section will include a minimum 8 hours x 5 days per week (M-F) services with a maximum 4-hour response time. Selected vendors will provide toner and sufficient toner stock to allow daily use of equipment.

2.02 Software

Printer management software shall also be included as part of the overall cost proposal.

The preferred software is PaperCut MF which will provide accounting, security, and management for all printing, copying, scanning, and faxing.

2.03 Setup of New Equipment and Removal of Existing Equipment Removal of existing equipment shall also be included as a component of this proposal. All copiers, and most printers being replaced will require removal and coordination with the vendor and lease company of the current equipment.

IPS Current Printing Infrastructure

Location Manufacturer Model New Model Configuration

IEC District Office KYOCERA TASKalfa 3212i 4004i 4 trays, inner finisher

IHS Library Copier KYOCERA TASKalfa 3212i 4004i 4 trays, inner finisher

IMS Library KYOCERA TASKalfa 3212i 4004i 4 trays, inner finisher

IHS 2nd Central KYOCERA TASKalfa 4003i 4004i 5 trays, inner finisher

IHS Principal Office KYOCERA TASKalfa 3252ci 4054ci 6 trays, inner finisher

Counseling Office Records Room KYOCERA TASKalfa 3252ci 4054ci 7 trays, inner finisher

IMS Office Color KYOCERA TASKalfa 3252ci 4054ci 8 trays, inner finisher

Boyce Office KYOCERA TASKalfa 3252ci 4054ci 9 trays, inner finisher

Emerson Office KYOCERA TASKalfa 3252ci 4054ci 10 trays, inner finisher

Jefferson Office KYOCERA TASKalfa 3252ci 4054ci 11 trays, inner finisher

Rather Office KYOCERA TASKalfa 3252ci 4054ci 12 trays, inner finisher

Twin Rivers Office KYOCERA TASKalfa 3252ci 4054ci 13 trays, inner finisher

Welch Office KYOCERA TASKalfa 3252ci 4054ci 14 trays, inner finisher

TMDC Copier KYOCERA TASKalfa 3252ci 4054ci 15 trays, inner finisher

IEC District Copier KYOCERA TASKalfa 6052ci 4054ci 16 trays, inner finisher

Emerson Copier KYOCERA TASKalfa 6003i 6004i 17 trays, inner finisher

Twin Rivers Copier KYOCERA TASKalfa 6003i 6004i 18 trays, inner finisher

Boyce Copier KYOCERA TASKalfa 7003i 7003i 4k finisher, punch

Jefferson Copier KYOCERA TASKalfa 7003i 7003i 4k finisher, punch

Rather Copier KYOCERA TASKalfa 7003i 7003i 4k finisher, punch

IHS Main Copier KYOCERA TASKalfa 8003i 8003i 4k finisher, punch

IHS Principal Copier KYOCERA TASKalfa 8003i 8003i 4k finisher, punch

IMS Copier Main KYOCERA TASKalfa 8003i 8003i 4k finisher, punch

IMS Copier SSO KYOCERA TASKalfa 9003i 9003i 4k finisher, punch

CO Secretaries KYOCERA ECOSYS M6235cidn MA4000cix Standard

Food Service MFP KYOCERA ECOSYS M6526cdn MA4000cix Standard

Food Service MFP KYOCERA ECOSYS M2535dn MA4500ix Standard

IMS Virtual Printer KYOCERA ECOSYS M2535dn MA4500ix Standard

IMS SSO KYOCERA KM-1820 MA4500ix Standard

Fingerprint Printer KYOCERA ECOSYS P6035cdn PA4000cx Standard

IHS Art Printer KYOCERA FS-C5350DN PA4000cx Standard

Boyce Color Laser KYOCERA FS-C5350DN PA4000cx Standard

Transportation Color KYOCERA FS-C5350DN PA4000cx Standard

IMS Counseling KYOCERA ECOSYS P2135dn PA4500x Standard

IHS Attendance KYOCERA FS-1135MFP PA4500x Standard

Jefferson Food Service KYOCERA FS-1135MFP PA4500x Standard

There should be a bid sheet for each model of copier and printer bid and each alternate that you wish to bid.

IHS Athletics KYOCERA FS-1370DN PA4500x Standard

IMS Open Art Lab KYOCERA FS-1370DN PA4500x Standard

Rather Workroom KYOCERA FS-1370DN PA4500x Standard

Welch (Julie Blair's Room) KYOCERA FS-1370DN PA4500x Standard

Boyce Wookroom KYOCERA FS-1370DN PA4500x Standard

Emerson 2nd Floor KYOCERA FS-1370DN PA4500x Standard

IMS Lab Pike KYOCERA FS-1370DN PA4500x Standard

TMDC_DataCenter KYOCERA FS-1370DN PA4500x Standard

IHS Lab 214 KYOCERA FS-1370DN PA4500x Standard

ISH Maintenance KYOCERA FS-1370DN PA4500x Standard

Boyce Lab KYOCERA FS-2000D PA4500x Standard

Emerson Basement KYOCERA FS-2000D PA4500x Standard

Rather Lab KYOCERA FS-2000D PA4500x Standard

Twin Rivers Lab KYOCERA FS-2000D PA4500x Standard

TMDC Avery KYOCERA FS-2000D PA4500x Standard

Welch Admin KYOCERA FS-2000D PA4500x Standard

Emerson Lab KYOCERA FS-2000D PA4500x Standard

IMS Web KYOCERA FS-2000D PA4500x Standard

IMS Maintenance KYOCERA FS-2000D PA4500x Standard

TMDC_Avery KYOCERA FS-2000D PA4500x Standard

IMS Science Wing KYOCERA FS-2020D PA4500x Standard

IHS Lab 212 KYOCERA FS-2100DN PA4500x Standard

Spare KYOCERA FS-4020DN PA4500x Standard

IEC Accounting (ionadp9) KYOCERA FS-4020DN PA4500x Standard

Jefferson Workroom KYOCERA FS-4020DN PA4500x Standard

Jefferson Lab KYOCERA FS-4020DN PA4500x Standard

IMS Open Lab Main KYOCERA FS-4020DN PA4500x Standard

TMDC_Maintenance Shop KYOCERA FS-4020DN PA4500x Standard

TD_Laser KYOCERA FS-4020DN PA4500x Standard

ISH Counseling Office KYOCERA FS-4200DN PA4500x Standard

IEC Purchasing (ionadp3) HP LaserJet 4350n PA4500x Standard

BID PROPOSAL SHEET

Black and White

REQUEST FOR PROPOSAL – DEVICE LEASE OPTION

NAME OF BIDDER: ________________________________________________

ADDRESS: ________________________________________________________

PHONE: __________________________FAX: ___________________________

CONTACT NAME: ________________________________________________

Model Number of Copier/Printer

Attach a list of accessories available on a separate sheet and the cost.

All units are to be equipped with finisher and accessories listed in the equipment specification of this RFP.

60 - MONTH LEASE FOR EQUIPMENT OPTION: Itemize the monthly lease cost

MONTHLY PAYMENT: ________________

TOTAL PAYMENTS of the lease over the 5 years:_________________

MAINTENANCE AND SUPPLIES (NOT INCLUDING STAPLES) and there shall be no charges for underages and no overage per page cost added.

I AGREE TO ABIDE BY ALL OF THE TERMS OF THIS REQUEST FOR

PROPOSAL UNLESS OTHERWISE STATED IN MY BID PROPOSAL.

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

FOR THE TERM OF NO LESS THAN FIVE (5) YEARS OF THE LEASE.

Authorized Signature Date

Print Name, Title

Black and White

REQUEST FOR PROPOSAL – DEVICE PURCHASE OPTION

NAME OF BIDDER:_________________________________________________

PHONE: ________________________ FAX:_____________________________

EQUIPMENT PURCHASE OPTION: Please attach an Itemized unit cost

Purchase price: ______________________

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

FOR THE TERM OF NO LESS THAN FIVE (5) YEARS OF THE LEASE.

Color/Black and White

PHONE: __________________________ FAX: ___________________________

cost on a separate sheet

TOTAL PAYMENTS of the lease over the 5 years: _________________

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

BLACK AND WHITE AND ______________ COST PER PAGE COLOR FOR

THE TERM OF NO LESS THAN FIVE (5) YEARS OF THE LEASE.

Color/Black and White

NAME OF BIDDER:_________________________________________________

ADDRESS:________________________________________________________

PHONE: ________________________ FAX: ____________________________

FFor each model number listed fill out a sheet

EQUIPMENT PURCHASE OPTION: Please attach an itemized unit cost

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

Color/Black and White Alternate Options

PHONE: __________________________ FAX: __________________________

Model Number of Copier/Printer_______________________________________ cost

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

Color/ Black and White Alternate Options

NAME OF BIDDER: _________________________________________________

PHONE: ________________________FAX: _____________________________

Model Number of Copier/Printer_________________________________________

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

Paper Cut and Key Fob Cost

REQUEST FOR PROPOSAL – PURCHASE OPTION

Cost of the Paper Cut Licensing and maintenance for 5 years during the length of the lease and cost for key fobs.

Based on 2000 Microsoft AD accounts

Software cost: ______________________

Annual Software Maintenance cost: ____________________

Is the system HID ProxCard Format H10301 Card Compatible (Sample Card Available)

Yes or No

(Circle one)

Total Proposal Cost Copiers and Printers

Purchase

REQUEST FOR PROPOSAL – PURCHASE OPTION

Number of Copiers/Printers ______

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

Total Proposal Cost Copiers and Printers

Lease

PHONE: __________________________ FAX: __________________________

Number of Copiers/Printers _____ cost on a separate sheet

CONTRACT RATES WILL BE LOCKED AT ____________ COST PER PAGE

SWORN AND NOTARIZED AFFIDAVIT OF COMPLIANCE IRAN ECONOMIC

SANCTIONS ACT Michigan Public Act No. 517 of 2012

All bidders must submit the following certification statement in compliance with Public Act

No.517 of 2012 (the “Iran Economic Sanctions Act”) and attach this form to the bid; bidders may file a certification statement with the Ionia Public Schools that confirms compliance for all bids submitted in fiscal year 2024. By submitting this form to the Ionia Public Schools, you are confirming that you are in compliance with the Act in relation to the submitted bid(s). The Ionia Public Schools shall not accept a bid unless, and until, this sworn and notarized certification statement is submitted to the Ionia Public Schools either as an attachment to a given bid, or, as filed with the Ionia Public Schools to confirm compliance during fiscal year 2024. A certification statement filed with the Ionia Public Schools for fiscal year 2024 will only be effective for bids submitted and dated from 1/1/2024 to 12/31/2024.

The completed form will be kept on file in the purchasing department. The undersigned, the owner or authorized officer of ________________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Ionia Public Schools Request for

Proposal, hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran

Economic Sanctions Act, and that in the event the Bidder is awarded a contract as a result of the aforementioned Request for Proposal, the Bidder will not become an “Iran linked business” at any time during the course of performing the work or any services under the contract. The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification is made, whichever is greater, the cost of the Ionia Public School’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date it is determined that the person has submitted the false certification.

BIDDER: __________________________________________

Name of Bidder By: ____________________________________ Its: ____________________________________ Date: ____________________________________ STATE OF _________________ ) )ss

COUNTY OF _______________ )

This instrument was acknowledged before me on the _______ day of _________, 20___, by ________________________________.

Notary Public ________________ County, __________________ My Commission Expires: ____________________ Acting in the County of: _____________________