MFPRFP_20250318posted.pdf

Lincoln County, Georgia

March 18, 2025

Copier & Print Services

Request for Proposals

RFP 25-007

Table of Contents

Table of Contents

1.1 Overview

1.2 Minimum Qualifications

1.3 Schedule

1.4 Point of Contact

1.5 Contract Term and Renewal

1.6 Cooperative Services

1.7 Irrevocable Offer

1.8 Conflict of Interest

Section 2.0 – Procurement Process and Proposal Requirements

2.1 Question Submission

2.2 Addenda

2.3 Reserved Rights

2.4 Contract

2.5 Evaluation Criteria

2.6 Submission Requirements

2.7 Preparation Costs

2.8 Proposal Layout

2.9 Assertion of Offeror Confidentiality

Section 3.0 – Scope of Services

Section 4.0 – Cost Proposal

Section 5.0 – Required Forms

DRUG-FREE WORKPLACE CERTIFICATION

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION

NON-COLLUSION OATH

GOOD FAITH AFFIDAVIT

OFFEROR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(b)(l)

Section 6.0 – Sample Agreement

Attachment A -

Section 1.0 – Introduction

1.1 Overview

The objective of this Request for Proposal is to obtain a copy and print solution from a competent Offeror and to assist the Board of Commissioners (County) with the County-wide installation of copier and printer equipment. This RFP will procure a solution that is priced based on one of two options: Option 1: usage with no lease, or Option 2: usage with 5-year equipment lease. The County expects installation of new equipment to be complete by June 15, 2025.

1.2 Minimum Qualifications

The Offeror must meet the minimum requirements outlined below to be considered a responsive Offeror:

- The Offeror must obtain a license or be currently licensed to do business in the State of Georgia.

- The Offeror must meet and maintain minimum insurance requirements.

1.3 Schedule

It is the County’s intent to adhere to the following schedule. All times listed below are in Eastern Time (ET).

Task Date Time

Public Advertisement March 18, 2025 N/A

Question Deadline March 24, 2025 2:00 PM

Addenda Release Deadline (if necessary) March 27, 2025 N/A

Proposal Submission Deadline April 15, 2025 2:00 PM

Notice of Intent to Award TBD N/A

1.4 Point of Contact

All communication concerning this RFP should be issued in writing, contain the RFP description in the subject line, and be directed solely to the point of contact at the email address below. To ensure Offerors receive all relevant communications pertaining to this RFP, Offerors are encouraged to request inclusion on the interested parties list.

Name: Johnny Walton Title: Director, Technology & Media Services Email: jwalton@lincolncountyga.gov

1.5 Contract Term and Renewal

It is the intent of the County to secure a contract for an initial term of five (5) years.

1.6 Cooperative Services

For the term of the contract, and any mutually agreed extensions pursuant to this RFP, the County may authorize use of this procurement by other local agencies that may otherwise be adversely affected without access to the services contracted. The County reserves the right to ensure all County needs are satisfied before extending use of this procurement to other local agencies. Local agencies will be required to do their own due diligence and execute their own separate contract directly with the Offeror.

1.7 Irrevocable Offer

Offeror commits that a proposal offered in response to this solicitation guarantees a firm and irrevocable offer for a period of ninety (90) days from the date of submission. This period may be extended as necessary through mutual agreement to facilitate contract award. Offerors may submit a written request to withdrawal their proposals prior to the submission deadline or after the ninety (90) day irrevocable offer period expires otherwise the proposal shall remain firm until an award is announced.

1.8 Conflict of Interest

Offeror confirms that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services required to be performed under the contract.

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Section 2.0 – Procurement Process and Proposal Requirements This section includes general instructions designed to ensure all Offerors understand the procurement process for this RFP and develop proposals in a format acceptable to the County.

2.1 Question Submission

Offerors are encouraged to submit questions or requests for clarification to ensure a full understanding of the proposal requirements and the scope of services requested.

Questions must be directed to the point of contact identified in Section 1.4 and in adherence with the schedule outlined in Section 1.3.

2.2 Addenda

If the County finds it necessary to supplement, clarify, or modify any portion of this RFP, a written addendum will be issued to interested parties and incorporated into the bidding docs. Offerors will be required to acknowledge receipt of any addenda and include the addenda acknowledgement form(s) with their proposal.

2.3 Reserved Rights

The County reserves the right to accept or reject all proposals, with or without cause, when doing so is perceived in the best interest of the County. The County reserves the right to waive technicalities or request additional information or clarification from Offerors. The County reserves the right to accept the proposal which, in its sole judgement, best serves the interests of the County.

This RFP does not constitute a guarantee from the County.

2.4 Contract

It is the intent of the County to award a contract to the Offeror that is deemed responsive and best serves the interest of the County. The Offeror is to provide a sample contract with their submission of this RFP. Offerors are encouraged to review the Georgia Department of Administrative Service’s document Contracting with State Entities for a list of prohibited contract terms. While the Offeror will not be contracting with the State of Georgia, many of the prohibited contract terms are applicable to Lincoln County.

2.5 Evaluation Criteria

Offerors will be evaluated by a review panel and scored against weighted criterion.

Offerors will be evaluated on their past project experience, their demonstrated understanding of the scope of services to include providing references, and the costs associated with their proposed effort. The table below provides factors for each of the scoring criteria:

Criteria Weight

Firm Qualifications and References 30

Equipment Capabilities 30

Cost Proposal 40

TOTAL 100

2.6 Submission Requirements

Offerors are required to follow the submission requirements including proper adherence to proposal quantities, page limitations, and formatting. Deviation from these requirements may cause proposals to be deemed non-responsive.

- Quantity – Offeror must submit one (1) hard copy and one (1) digital proposal. Proposals may be hand-delivered or shipped to the County at the following address:

Mailing Address:

Lincoln County Board of Commissioners RFP 25-007 Copier & Print Services Monitoring Attn: County Clerk PO Box 340 Lincolnton, GA 30817

Delivery Address:

Lincoln County Board of Commissioners RFP 25-007 Copier & Print Services Attn: County Clerk 210 Humphrey Street Lincolnton, GA 30817

Proposals must be received by the County Commission Clerk’s Office no later than the published deadline.

- Page Limits – Offeror proposals are limited to no more than thirty-five (35) pages excluding the required forms and proposed contract. Each section’s page limits are further defined in Section 2.8 Proposal Layout.

- Text and Page Format – A page is defined as one (1) 8 ½” by 11” piece of paper with text on one side. All body text must be in a font size no smaller than 12.

2.7 Preparation Costs

All costs associated with the development, production, and delivery of Offeror proposals are solely those of the Offeror. The County will not reimburse any Offeror for expenses incurred during this procurement process. The Offeror also agrees that the County bears no responsibility for any costs associated with administrative or judicial proceedings resulting from this solicitation process.

2.8 Proposal Layout

Offerors are required to follow the proposal layout defined below to enable ease review and evaluation consistency. Deviation from this format may cause proposals to be deemed nonresponsive.

- Executive Summary/Letter – Provide a brief introduction to the Offeror, a summary of their proposal, and the Offeror’s primary point of contact and authorized signatory. (2-page limit)

- Table of Contents – Provide a table of contents that identifies each section of the proposal and the corresponding page numbers. (1-page limit)

- Section 1. Firm Qualifications and References – Provide evidence that the

Offeror meets the minimum qualifications identified in Section 1.2 and include a minimum of three (3) references from clients whom the Offeror has provided similar services in the past five (5) years. Include the name of the client, contact information, contract term and value, and services provided. (5-page limit)

- Section 2. Past Project Experience – Provide a detailed summary of similar projects performed in the past five (5) years. Include the name of the client and a detailed description of the services provided. (5- page limit)

- Section 3. Project Understanding and Approach – Provide a comprehensive understanding of the services required and the Offeror’s means and methods for providing these services. (5-page limit)

- Section 4. Equipment Descriptions – Provide a comprehensive description of the equipment being recommended for each location, including confirmation that required features are provided. (10-page limit)

- Section 5. Cost Proposal – Complete fee schedule.

- Section 6. Required Forms – Complete and include each of the required forms:

Drug Free Workplace Certification

Equal Employment Opportunity Certification Non-Collusion Oath Good Faith Affidavit

Georgia Security and Immigration Compliance Act Affidavit

2.9 Assertion of Offeror Confidentiality

Offerors that desire to keep supplied information confidential must assert proprietary, trade secret, intellectual property, or otherwise confidential claims specific to those sections or subsections of their proposal. Offerors must provide statutory citation(s) supporting their claim of confidentiality. Simply identifying the entire proposal as confidential may be grounds for disqualification.

Section 3.0 – Scope of Services The County wishes to obtain a copy and print solution that is efficient and cost effective for the County offices. The County would like to integrate current print, scan, and fax technology into this solution. The solution should be designed around the specifications outlined in this RFP. The scope of this RFP encompasses all County offices in Lincoln County. Usage of the term "Offeror" is defined in section 3 of Instructions for Proposals.

Only qualified Offerors that support this service area need submit a response to this

RFP.

3.1 See Schedule A for a list of equipment needs and specifications, with current equipment cited.

3.2 All Offerors should submit a proposal reflecting Attachment A; all proposed equipment must meet or exceed all specifications listed. See item 7, Instructions for Proposal. If equipment proposed by Offeror does not meet specifications required by RFP, the Offeror must specify which specifications requirements are not met in their bid response.

3.3 The Offeror is responsible for the delivery and installation of all equipment, including the initial network setup of print drivers and scanning with guidance from the County’s Department of Technology & Media Services.

3.4 The Offeror will be responsible for configuring the equipment on the network, and is required to submit an implementation plan to the County Technology Department. All IP, security, and other technical settings must be approved by the County’s Director of Technology & Media Services.

3.5 The Offeror is required to have a Certified Network/Systems Engineer on staff and available to work with the County’s Department of Technology & Media Services.

3.6 The Offeror will provide names of qualified and certified technicians that are available to service the equipment covered herein.

3.7 The Offeror will pick up existing leased equipment, prepare same for shipment, and ship same to the destination as required by the current lease company. All related expenses will be the responsibility of the Offeror. See Attachment A for a list of the existing leased equipment.

3.8 Contract terms are to be for 60 months. It is the desire of the County to begin this services agreement on June 20, 2025, and end on June 19, 2030. All pricing is to be guaranteed for the five-year term.

3.9 All proposals are to include all parts, labor, and supply items, except paper and staples. The Offeror will include all shipping and handling charges.

3.10 The Offeror must guarantee response time within four (4) business hours (business hours are defined as 8:00 AM to 5:00 PM local time, Monday-Friday).

3.11 Equipment that has chronic service issues will be replaced at the Offeror's expense should the County determine it to be necessary. Offeror must provide a

Performance Guarantee which gives the County the right to notify the Offeror of unsatisfactory performance and which shall require the Offeror to correct said problems within a thirty (30) day period from time of notifications. Should the Offeror fail to correct problems to the satisfaction of the County, this contract may be cancelled with an additional sixty (60) day notice.

3.12 The Offeror will provide end-user training to County personnel. Offeror agrees to coordinate training schedules with County representative.

3.13 Required training will consist of:

o Training groups of 8 or less staff members.

o Two training sessions for each group will be required, i.e. one for operation of the hardware and one training session for scanning and printing applications.

o Training for County personnel, designated administrators, and County Technology professionals will be required as determined by the County staff.

3.14 The Offeror provide agreement documentation and addendums to conform to Georgia Code and adhere to the laws of Georgia as determined by County legal counsel.

3.15 All equipment must be new and currently in production by the manufacturer.

3.16 The Offeror must provide list of references, to include contact information.

References should reflect experience with similar projects.

3.17 Service calls will be made via phone call or email to the Offeror. When calls are complete, the technician will email a completion notice to designated email address.

3.18 Toner orders will be made via email to Offeror.

3.19 The Offeror must guarantee availability of all supplies necessary to keep equipment operational with no interruption of service. The Offeror agrees to deliver all equipment with full toner cartridges installed (no "starter toners").

3.20 The Offeror will deliver one of each additional supply item as used by each unit, i.e. waste toner containers, etc.

3.21 The Offeror must provide the County a written procedure to address any unit that may become non-functional for 12 or more consecutive business hours, i.e. loaner units, replacements, etc.

3.22 Offered MFPs must print at a minimum of 30 pages per minute.

3.23 Offered MFPs must provide input paper capacity of at least 2 500-sheet drawers and a manual feed.

3.24 The plotter/scanner unit must handle input and output sizes up to 36” wide.

3.25 Printer and other device drivers must be provided that are compatible with x86 and

ARM processor architectures. Different drivers for the different architectures is acceptable.

3.26 For each proposed device model that prints, the Offeror must state the manufacturer’s published time for each of the following, where applicable:

o Time to First Print (“first page out”) from sleep state – Black & White o Time to First Print from sleep state – Color o Time to First Print from ready state – Black & White o Time to First Print from ready state - Color

3.27 The County, at its discretion, may require a demonstration of a particular proposed device to confirm it meets the County’s requirements for the following:

o County Clerk’s minute paper auto-feeding. The minute paper is cotton paper up to 32#.

o Clerk of Superior Court’s book copying. This is for the Clerk’s large index books.

o Clerk of Superior Court’s Bates page numbering on existing documents.

These would be loaded into a tray or bypass tray and have Bates numbering applied. The Bates number would be the only addition to the existing document. This is a different feature than applying Bates numbering to a document sent as a print job to the MFP.

o Time to First Print from Standby Mode. This includes printing from a network-attached Windows workstation.

Section 4.0 – Cost Proposal The Cost Proposal:

OPTION A: Usage with no lease

Cost per printed black-&-white image

Cost per printed color image

OPTON B: Usage with lease

Cost per printed black-&-white image

Cost per printed color image

Lease cost

Section 5.0 – Required Forms This section includes forms that must be completed and submitted with the Offeror’s proposal. Each form should be completed accurately and in its entirety. Offerors that require clarification may submit a written request to the POC identified in Section 1.4.

DRUG-FREE WORKPLACE CERTIFICATION

THE BELOW SIGNED Offeror CERTIFIES that it has implemented a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violation of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection 1.

4. In the statement specified in subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under quote, the employee will abide by the terms of the statement and will notify the employer of any conviction or plea of guilty or nolo contendere to any violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in the employee’s community, by an employee who is convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign this statement, I certify the Offeror complies fully with the above requirements.

Signature of Offeror's Authorized Official Date

Name and Title of Offeror's Authorized Official

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION

The County requires compliance with State and Federal regulations governing Equal Employment Opportunity, External Equal Opportunities (EO), External On-the-Job Training (OJT), Title VI, and the Americans with Disabilities Act (ADA) programs.

Sub-recipients of federal-aid contracts must include notifications in all solicitations for bids of work or material and agreements subject to Title VI of the Civil Rights Act of 1964 and other nondiscrimination authorities. Sub-recipients, Offerors and sub-Offerors may not discriminate in their employment practices or in the selection and retention of any sub- Offeror.

By signing this document, the Respondent hereby certifies their commitment to assure nondiscrimination in its programs and activities to the effect that no person shall on the grounds of race, color, national origin, sex, age, disability or income status be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination or retaliation under any federally or non-federally funded program or activity administered by the sub-recipient and/or its Offerors.

Signature of Offeror's Authorized Official Date

Name and Title of Offeror's Authorized Official

NON-COLLUSION OATH

STATE OF

COUNTY OF

Before me, the Undersigned, a Notary Public, for and in the County and State aforesaid, personally appeared:

and made oath that the Offeror herein, its agents, servants, and/or employees, to the best of its knowledge and belief, have not in any way colluded with anyone for and on behalf of the Offeror, or themselves, to obtain information that would give the Offeror an unfair advantage over others, nor have they colluded with anyone for and on behalf of the Offeror, or themselves, to gain any favoritism in the award of the contract.

Affiant Signature

Sworn to (or affirmed) and subscribed before me this day of

20 , by .

Signature of Notary Public

[STAMP HERE] State of

Personally Known OR Produced Identification

Type of Identification Produced:

GOOD FAITH AFFIDAVIT

STATE OF

COUNTY OF

I hereby propose to provide the services requested in the RFP and, if awarded, enter into a contract. I agree that the terms and conditions of the RFP shall take precedence over any conflicting terms and conditions submitted with my proposal and agree to abide by all conditions of the RFP. I acknowledge that the County may not accept the proposal due to any exceptions.

I certify that all information contained in my proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this proposal on behalf of the company as its agent and that the company is ready, willing, and able to perform if awarded a contract.

I further certify, under oath, that this proposal is made without prior understanding, agreement, connection, discussion or collusion with any other person, company or corporation submitting a proposal for the same product or service; no gratuities, gifts or kick-backs were offered or given by the Offeror or anyone on its behalf to gain favorable treatment concerning this procurement; no elected official, employee or agent of the County or of any other company is interested in said proposal; and that the undersigned executed this affidavit with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

Affiant Signature Sworn to (or affirmed) and subscribed before me this day of

20 , by .

Signature of Notary Public

[STAMP HERE] State of

Personally Known OR Produced Identification

Type of Identification Produced:

OFFEROR AFFIDAVIT UNDER O.C.G.A. § 13-10-91(b)(l)

The undersigned Offeror ("Offeror") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Offeror is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Offeror has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Offeror will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Offeror will notify the public employer in the event the Offeror ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Offeror understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Offeror will contract for the performance of services in satisfaction of such contract only with sub- Offerors who present an affidavit to the Offeror with the information required by O.C.G.A. § 13- 10-91(a), (b), and (c);

f) The Offeror acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Offeror is a party after the date hereof without further action or consent by Offeror; and

g) Offeror acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization Date of Authorization User Identification Number

Name of Offeror

Board of Commissioners of Lincoln County, Georgia Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF , 20 .

NOTARY PUBLIC

My Commission Expires:

Section 6.0 – Sample Agreement

The Offeror is to provide a sample agreement. Additionally, the Offeror is encouraged to review the Georgia Department of Administrative Service’s document Contracting with State Entities for a list of prohibited contract terms. While the Offeror will not be contracting with the State of Georgia, many of the prohibited contract terms are applicable to Lincoln County.

Attachment A: MFPs & Other Print Devices - Details March 17, 2025 MFP_RFP_machinedetails1.xlsx

Department Building Location Street Address Current Make

Current Model C ol or

C ol la tin g

St ap lin g

Sa dd le St ic h

Fi ni sh er

H ol eP un ch

C ar dS ca n

Ba te s N um be rin g on ex is tin g do cu m en ts

Sc an

Sc an

-t o-

Em ai l

Fa x

Assessor Front lobby 182 Humphrey St Toshiba E-3015AC Y Y Y Y Y Y Board of Commissioners BOC Clerk 210 Humphrey St Toshiba E-3015AC Y Y Y Y Y Y Y Board of Elections Elections front office 160 May Ave Toshiba E-3018A Y Y Y Y Clerk of Superior Court Court House Clerk Office 210 Humphrey St Toshiba E-5518A Y Y Y Y Y Y Y Y Comm Dev/Public Works CD/PW Work Room 107 Perryman Ave Toshiba E-3015AC Y Y Y Y Y Y Y E911 Communications Dispatch Center 170 School St Toshiba E-3018A Y Y Y Y Y Y Extension Office (Ag) Ag Center 2080 Rowland York Dr Toshiba E-2515AC Y Y Y Y Emergency Services OES front office 1056 Global Dr Toshiba E-3018A Y Y Y Y Y Y Finance Finance front office 210 Humphrey St Toshiba E-3018A Y Y Y Y Y Leisure Services TLC Leisure Services Transit 160 May Ave Toshiba estudio478s Y Y Y Y Y Y Y Probate/Magistrate Court Annex B Probate 160 School St Toshiba E-3018A Y Y Y Y Y Recreation Gym office 1962 Rowland York Dr Toshiba estudio478s Y Y Y Sheriff Annex B Sheriff Deputy Room 160 School St Toshiba estudio478s Y Y Y Y Sheriff Sheriff Detention Control Room 145 School St Toshiba E-3018A Y Y Y Y Sheriff Sheriff Admin 145 School St Toshiba E-3015AC Y Y Y Y Y Y Y Tax Commissioner Annex A Tax Commissioner 210 Humphrey St Toshiba E-3015AC Y Y Y Y Y

Comm Dev/Public Works CD/PW plotter/scanner 107 Perryman Ave Canon TM-305mfp Y

REQUIRED