MTP Print Services RPF November 2019.pdf

Village of Mount Pleasant

8811 Campus Drive Mount Pleasant, WI 53406

Printer Maintenance and Supply 2020-2023

Request for Proposals

November 8, 2019

Closing Date December 6, 2019 5:00 P.M. CST

Table of Contents

1.0 Introduction, Purpose and Process……………………………………… 1

1.1 Purpose and Objectives……………………………………………………

1.2 RFP Process…………………………………………………………………… 1

1.3 Schedule of Events…………………………………………………………… 1

1.4 Village of Mount Pleasant Contact………………………………………….. 2

1.5 RFP and Contractual Provisions……………………………………………. 2

2.0 Specific Requirements……………………………………………………… 3

2.1 Current Environment……………………………..………………………….. 3

2.2 Specific Requirements ……………………………………………….….….. 3

3.0 General Conditions and Instructions to Bidders……………………… 4

3.1 Proposal Content and Format……………………………………………….. 4

3.2 Selection Process…………………………………………………………….. 5

3.3 Price……………………………………………………………………………. 5

3.4 Type of Agreement and Payment……………………………………………… 5

011/8/2019 Village of Mount Pleasant Laser Printer Maintenance and Supply RFP

- 1 - - 1 -

1.0 INTRODUCTION, PUPRPOSE AND PROCESS

1.1 Purpose and Objectives

The purpose of this Request for Proposal (RFP) is to solicit written proposals from qualified contractors to provide laser printer maintenance, supply and service for the Village of Mount Pleasant.

1.2 RFP Process

The Village will conduct the selection of a Bidder and award Agreement in the following manner:

A. It is the responsibility of all prospective Bidders to carefully read the entire RFP, which contains provisions applicable to completion and submission of all documents shown in the Table of

Contents. If you discover any ambiguity, inconsistency, error or omission in the RFP, you must notify the Village’s IT Manager, by email. Only interpretations or corrections of the RFP made in writing are binding. The term “in writing” shall include email, electronic documents and/or faxes. You shall not rely upon any interpretation or corrections given by any other method.

B. The Bidder shall email a PDF copy of proposal to:

jrobers@mtpleasantwi.gov

Attention: IT Office

8811 Campus Drive

Mount Pleasant, WI 53406

All proposals must be signed by the individual or firm making the offer. If a partnership, at least one of the partners must sign. If a person doing business under an assumed name, a statement must be included specifying that a certificate for doing business as such has been duly filed according to law. This material must be received by the IT office at the email address listed above no later than 5:00 PM CST on Friday, December 6, 2019. Responses received after the due date and time will not be considered.

C. This document will be distributed to all known, interested Bidders, as well as the State of

Wisconsin VendorNet system.

D. Received proposals will be evaluated as described in this RFP. If necessary, a short list of the most qualified Bidders will be compiled and these Bidders may be asked to make oral presentations.

1.3 Schedule of Events

The following is the schedule of events listed in the order of occurrence, showing the major milestones from issuance of the RFP to the Agreement award:

Milestone Event Date

RFP Issuance November 8, 2019

RFP Due Date December 6, 2019

Bid Evaluation and Selection Completed December 11, 2019

Agreement Negotiations and Signing Completed January 13, 2019

Agreement Starts 01/15/2020

The Village reserves the right to change the schedule of events as it deems necessary. In the event of a major date change, the Village will notify all known RFP participants. The Village also reserves the right to issue addenda to this RFP, as needed, to clarify the Village’s desires or to make corrections, for up to five (5) days before the proposal due date. Bidders shall acknowledge receipt of all addenda in their proposals.

1.4 Village of Mount Pleasant Contact

The Village has designated Jennifer Robers to be responsible for coordinating communications between the mailto:jrobers@mtpleasantwi.gov

011/8/2019 Village of Mount Pleasant Laser Printer Maintenance and Supply RFP

- 2 - - 2 -

Village and potential Bidders. Ms. Robers may be contacted at:

Village of Mount Pleasant

Attn.: IT Office

8811 Campus Drive

Mount Pleasant, WI 53406

262-664-7835 jrobers@mtpleasantwi.gov

1.5 RFP and Agreement Provisions

A. The Village is not liable for any costs incurred by a Bidder in the process of responding to this RFP. All materials and documents submitted by the Bidder in response to this RFP become the property of the

Village and will not be returned to the Bidder. Any proprietary information contained in the proposal should be so indicated, and such limits on its use must be specified. As a Municipality the Village is bound by Open Records requirements.

B. Proposals must address all RFP requirements.

C. The Village will require an agreement for the execution of these services.

D. All proposals must state that they are valid for a period of 60 days following the RFP due date.

E. The term of the Agreement will be three calendar years commencing the January first after signing of the Agreement. The Village or the Bidder may terminate the Agreement, without cause, with a sixty

(60) day prior written notification, on each January first during the term of the Agreement. In the event of a termination of the Agreement with cause, the Village may terminate the Agreement effective immediately and follow it up with a written notice within sixty (60) days.

F. The Agreement shall be construed according to the laws of the State of Wisconsin.

G. In the Agreement, the Bidder shall agree to indemnify, hold harmless, and defend the Village, its officers, agents and employees from any and all liability arising out of or in connection with this

Agreement where such liability results from or grows out of the errors, omissions, intentional or negligent acts of any of the Bidder’s agents or employees.

H. Submitting Bidders must have offices within 50 miles of the Village of Mount Pleasant.

I. The Village, through its duly authorized agents, reserves the right to reject any and all bids, to waive all technicalities, and to accept the bid deemed most advantageous to the Village. All Bidders, by submission of their respective bids, agree to abide by the rules, regulations, procedures, and decisions of the Village. Bids other than the lowest bid may be accepted, since such factors as service, reliability, experience, etc., may outweigh the consideration of a low bid in this project.

J. Modifications cannot be made to a bid proposal once it is submitted except in response to Village-initiated changes in specifications or when authorized in writing by the Village.

K. The Bidder who is awarded the Agreement will be responsible for execution and completion of the

Agreement. It is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of the Agreement or its parts to any other person, persons, or company without the written consent of the Village.

L. Quoted pricing will run for the term of the Agreement and will apply to added or upgraded laser printers during that term.

mailto:jrobers@mtpleasantwi.gov

011/8/2019 Village of Mount Pleasant Laser Printer Maintenance and Supply RFP

- 3 - - 3 -

M. Non-Discrimination Statement - The Village does not discriminate on the basis of race, color, religion, age, marital or veterans' status, sex, national origin, disability, or any other legally protected status in the admission or access to, or treatment or employment in, its services, programs or activities.

N. Americans With Disabilities Act Notice - Upon reasonable notice, the Village will furnish appropriate auxiliary aids and services when necessary to afford individuals with disabilities an equal opportunity to participate in and to enjoy the benefits of a service, program or activity provided by the Village.

2.0 SPECIFIC REQUIREMENTS

2.1 Current Environment

The printer environment encompasses the Village Hall and Police Department, a DPW facility, Community Oriented Policing house, and four fire stations, with a total of 42 printers to be included under the maintenance and supply agreement. Please see Exhibit A for a current list of equipment.

2.2 Specific Requirements

The Agreement will provide printer maintenance and supply for the Village with the following requirements:

A. The maintenance will include all supplies and parts except paper, staples and electricity.

B. Billing will be a per page cost.

C. All costs are included in the per page cost. The Village would be responsible for damage caused by User abuse.

D. Compatible, non-OEM toner can be supplied. Costs resulting from providing poor quality toner can not be passed on to the Village.

E. If a covered printer/copier fails to perform or provide quality printouts and can not be repaired the Bidder will replace it with a comparable or better unit at no cost to the Village.

F. The Agreement will cover all Village laser printers, laser MFPs and laser copiers. If the Bidder is unable to support all of the manufacturers listed above, the bid shall include a plan and the cost for replacing the unsupported units.

G. Laser printers may be added to or retired from, the Agreement by the Village. The Village will be responsible for the purchase of price additional or upgrade printers. Except as covered by 2.2.E and

2.2.F.

H. Response time by Bidder repair personnel is critical. Technicians will be on-site for repairs by the next business day. The Bidder is required to describe their support capabilities, including the number of technicians certified and available to respond to support needs.

3.0 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

3.1 Proposal Content and Format

The proposal must address the following items. Failure by the Bidder to respond to a specific requirement may be a basis for elimination from consideration during the comparative evaluation. The Village reserves the right to waive any and all requirements and/or to accept or reject any or all proposals.

011/8/2019 Village of Mount Pleasant Laser Printer Maintenance and Supply RFP

- 4 - - 4 -

The PDF of the written portion of the proposal shall be formatted to letter size paper (8.5 X 11 inch).

Exhibits may be of any size, but when printed, able to fold to the size of the written portion of the proposal.

Items to be included in the proposal shall be placed in the same order as described below, with the exception of material which shall be contained in appendices. Appendices shall be attached to the end of the proposal. To enable the evaluation committee to fairly evaluate each proposal, Bidders shall use the following format and include the following information:

A. Executive Summary. No more than two (2) pages in length.

B. Organizational Information:

1. Provide the name and address of submitting organization and the state in which incorporated or chiefly located. If applicable, provide the local office address. Identify designated contact(s) within your organization and list telephone number.

2. The Bidder will provide an account and/or project manager who will serve as the point of contact for the Village.

C. Maintenance/Support Capabilities. The Bidder is required to describe their support capabilities.

D. References. Provide a list of at least three (3) references, with name and telephone number, for whom the Bidder has provided similar services, as described in this RFP. At least one municipal reference needs to be included. Narrative descriptions of similar projects may be included in the appendices attached to the proposal. (Examples of organizations close in size to the Village of

Mount Pleasant are preferred.)

E. Response to Terms and Conditions. The Bidder shall indicate its agreement to the specified terms and conditions addressed in this RFP, identifying any exceptions taken.

F. Miscellaneous. The Bidder shall address or bring to the attention of the Village any items not addressed in the RFP.

G. Price Proposal. All quoted prices must be valid for a minimum of 60 days. The pricing in the successful bid will be the same for the entire term of the Agreement.

3.2 Selection Process

It is the Village's intention to award the Agreement to the Bidder which best serves the interests of the Village.

Bidders must be acceptable in all areas to be considered:

A. The screening of received proposals will use the evaluation criteria specified below. The purpose of this review is to identify those Bidders who are qualified to perform the tasks outlined and have a reasonable chance to be awarded the Agreement.

B. All proposals submitted in response to this RFP will be first evaluated based on the following criteria:

a. Bidder Qualifications

1. Demonstrated experience. Demonstrated experience in the design, installation, training, maintenance of similar systems.

2. Staff experience, skills and licensed technical ability. Sufficient qualified and experienced service personnel to satisfy any problems that may arise during the maintenance processes.

3. References. References showing previous implementations of the proposed system in agencies of comparable complexity and/or size.

011/8/2019 Village of Mount Pleasant Laser Printer Maintenance and Supply RFP

- 5 - - 5 -

b. Suitability

1. Functional completeness. Does the Bidder’s proposal meet all the functional needs of the Village?

2. Speed and accuracy. Does the Bidder have the capabilities to handle project completion with speed and accuracy?

3. Reliability. Are the proposed Bidder’s response capabilities suitable for a mission-critical support environment?

These items represent general evaluation topics. Further evaluation will assess each of these topics in detail.

3.3 Price

Price evaluation will be based upon the Bidder's per page price and any proposed options that may be judged by the Village to be necessary for meeting the intent of this RFP. The page counts used for price evaluation will be the counts listed in 2.1.

3.4 Type of Agreement and Payment

The Agreement entered into between the Bidder and the Village has yet to be determined and is open to various alternatives. Invoices shall be quarterly based upon page counts. Invoices shall be reviewed by the Village’s IT Manager.

011/8/2019 Village of Mount Pleasant Laser Printer Maintenance and Supply RFP

- 6 - - 6 -

EXHIBIT A: Current Printer Environment

Makes and models for the existing printer fleet. Number of printers of the same make and model are given when multiples of the same model exist.

• Brother HL-5470DW

• Brother MFC-L9550CDW

• Brother MFC-9330CDW

• 5 HP Color LaserJet CP2025

• 4 HP Color LaserJet MFP M477

• 8 HP LaserJet color M451

• 9 HP LaserJet M401

• 7 HP LaserJet M402

• 2 HP Laserjet M404

• HP LaserJet 2300

• HP LaserJet M601

• HP LaserJet P3015

• HP LaserJet Pro MFP M225dn

• 2 Sharp MX365N

• Xerox C6506