NCA COPIER RFP 2024.pdf

March 18, 2024

REQUEST FOR PROPOSAL

FOR

OFFICE REPRODUCTION EQUIPMENT, LEASE, AND SERVICE

NORTHWEST CLASSICAL ACADEMY

KENNESAW, GEORGIA

Northwest Classical Academy (NCA) is a Kennesaw, GA, public school located at 3010 Cobb Pkwy N, Kennesaw, GA 30152, is soliciting proposals from interested firms to provide leasing and service for office reproduction equipment (print/copy/scan) beginning July, 2024.

I. Project Description and Details NCA is seeking a provider for multifunction office reproduction equipment. Needs vary from high volume black and white, to mid-volume color, and low-volume small/medium office machines. NCA seeks a 36 month equipment lease, and a service contract that covers all repairs, maintenance, shipping and most or all supplies.

For general questions regarding this project and the request for proposal, please contact Mr. Donovan Pagel at:

E-mail: DPagel@nwclassical.org Office Main: 470-502-9700

II. Required features All machines require

1. Full compatibility with Macintosh / Apple products (i.e., PostScript) as well as Windows and Chromebook

2. Centralized driver deployment (using JAMF for MAC, using Google Admin Console for Chromebook, manual installation for Windows)

3. Deliver, install, setup, training for new machines

4. Ability to assign user permissions (e.g., access to color printing) for copying

5. Secure printing and reporting provided through a printing system (e.g., PaperCut) with a centralized system of user management

6. Unified address book

7. Support for multiple sites (e.g., multiple school campuses)

8. Ability to release jobs with badge / phone / code

9. “Print once, release to any machine” capability 10.Preference for automatic toner shipments

11. Ability to “hold” print jobs until released by users 12.Ability to scan PDFs to email compatible with Google email servers 13.Automated meter monitoring 14.Preference for single-pass scanning for double-sided documents

15.Preference for directory sync with Google.

16.Preference for mobile device (iOS, Android) printing capability.

Proposals should include brochures for all proposed machines including dimensions, power requirements, features included, and other features available.

III. Equipment to lease NCA seeks a 36 month equipment lease to meet the following needs. Lease would begin approximately July 15, 2024.

1. K-1st Resource Room B&W Copy/Print/Scan Approximately 60ppm with staple and punch

2. 2-6th Resource Room B&W Copy/Print/Scan Approximately 90ppm with staple and punch

3. **Upper School B&W Copy/Print/Scan Approximately 60ppm with staple and punch

4. Front Office Color Copy/Print/Scan Approximately 45ppm with booklet stapling and punch

5. Back Office B&W Copy/Print/Scan Approximately 25ppm desktop-class

6. HR Office B&W Copy/Print/Scan Approximately 25ppm desktop-class

7. Enrollment Office B&W Copy/Print/Scan Approximately 25ppm desktop-class

Proposals must include annual lease costs for base machines, plus annual lease costs for any optional features school should consider. Proposal should indicate maximum residual purchase price of machines at end of lease term.

** See note below regarding existing lease on the Upper School machine

IV. Currently owned / leased machines NCA currently leases the following machines, with the lease expiring in July, 2024.

Proposal must include coordination of delivery of new machines and management of return of machines coming off lease without a disruption in service

1. Ricoh IMC4500 (FrontOffice Color)

2. Ricoh IM8000 (ResourceRoom1)

3. Ricoh IM8000 (ResourceRoom2)

4. Ricoh IM2500 (Back Office)

** NCA has an existing lease on the following machine, expiring in July, 2027. Bidding firm to provide pricing options of (1) assuming this machine, its lease, service, and managing its eventual return (2) propose pricing for replacing this machine and managing its return, or (3) opt to exclude this machine from agreement.

1. Canon iR-ADV 6860 (Upper School)

V. Required services & supplies Proposals should include delivery and installation of all machines, and management of removal and return of current machines to leasing companies. Machine setup to include network, email, and other configuration, and setup of users and codes based on the current system. Service contract to include all repairs, maintenance, toner, parts and labor. Preference is for all supplies (including staples) and delivery costs to be included in the contract.

Proposal should include two or more user training sessions - one upon initial setup, and another after several weeks of use.

Proposal to outline service level agreement

● How service calls are initiated

● Location of call center (preference for local to Kennesaw)

● Are sales, support, and technicians dedicated to account, or pooled?

● Time to respond to service call. Preference for 4 hour priority response.

● Maximum delay allowed / proposed resolution for extended parts orders or difficult fixes

● Satisfaction guarantee / replacement option and requirement for troublesome machines

Proposal to outline services and supplies included and excluded in pricing and charges/fees on top of service plan (e.g., delivery costs for supplies and cost for supplies not included in lease), and document any allowed increases in costs.

Preference is for service and overage rates to be locked for the term of the lease.

Proposal to confirm that in the event the school shuts permanently, the service portion will be removed from lease.

VI. Page Volumes NCA current average volume is approximately

Location Approx Annual BW Approx Annual Color

K-1 Resource Room 420,701

2-6 Resource Room 683,833

Front Office 63,509 37,083

Upper School (CANON) 514,532

Total 1,682,645 37,083

If there is a compelling reason, NCA is willing to incorporate annual B&W and color minimums into lease, up to 35k color prints. If the Canon machine is included, up to 1.5MM B&W prints may be included; if Canon is excluded, up to 1MM B&W prints.

Proposal should indicate benefits of this approach, and rate and process for billing overage. Contract should accommodate reduced use during summer and holiday breaks without risk of unused pages by calculating overages yearly rather than monthly or quarterly.

Proposals must indicate cost per page for B&W and color volumes included in lease, and for annual overages.

VII. Firm Stability, Assurances, and References Proposals should summarize firm experience, headquarters location, commitment to Kennesaw, commitment to similar clients, financial stability, and assurance of all required licenses, and liability and workers compensation insurance. References from similar clients will be requested.

VIII. Submission Instructions Please submit a comprehensive response to this RFP as per bid documentation no later than Monday, April 18th, 2024 at 5:00pm EST.

Submit your final RFP to:

● Mr. Donovan Pagel (dpagel@nwclassical.org) – An email reply confirming receipt is required for a submission to be valid.

V. Award of Contract Any contracts awarded pursuant to the RFP will be awarded based on the bids or offers which are responsive to the RFP and are most advantageous to NCA with respect to the following factors.

Projected total annual spend (up to 45 points) Anticipated quality & reliability of equipment (up to 10 points) Confidence in ability to complete install and repairs in a timely manner (up to 10 points) mailto:dpagel@nwclassical.org

Related experience / references (up to 10 points) Vendor team member qualifications (up to 10 points) Financial stability of firm (up to 10 points) Firm history & information (up to 5 points)

NCA reserves the right to reject any and all proposals received as a result of this RFP.