Request for Proposal - Copier and Print Services.pdf

490 South Paw Paw Street, Lawrence, MI 49064

Phone: (269) 539-5408 Fax: (269) 674-8954

Request for Proposal

District Copy and Print Services RFP

Dear Vendor:

This request for proposals is to provide managed copier and print services for the Van

Buren ISD (VBISD). We will be accepting proposals until 3:00 PM, Monday, April 1, 2024. The base bids will be read after the close of the bid. All Specific question or clarification should be directed to

Damian Koob

Director of Technology Services

Van Buren ISD

(269) 539-5408 dkoob@vbisd.org

Thank you for taking part in this process.

Sincerely, Damian Koob

Director of Technology Services

Van Buren ISD

490 South Paw Paw St.

Lawrence, MI 49064

Copier and Printer Bid 2024 Rev 20240307-2

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

1.01 VBISD is accepting proposals for Managed Print and Copy Services for a 5-year lease period. VBISD 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.

1.02 Bid review will begin at 3:00 PM, Monday, April 1, 2024 in the VBISD Conference Center location.

All bids must be received by this time to be included in the bid opening. Bids received after that time will be returned unopened. Bid responses may be sent to the following address:

No Fax or Email Bids will be accepted

Van Buren ISD Business Office

ATTN: Managed Print and Copy Bid

Melissa Nelson

490 South Paw Paw St.

Lawrence, MI 49064

1.03 Van Buren Intermediate School District reserves the right to accept or reject any or all bids, to waive any irregularities which it deems to be in the best interest of Van Buren Intermediate

School District, and the right to award the contract to other than lowest bidder.

1.04 In compliance with MCL 380.1267, all bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between the owner(s) or any employee of the bidder and any member of the Board of Education of the School District or the Superintendent of the School District. Also, a completed certification form as attached for compliance to the

“Iran Economic Sanctions Act” is required with the bid proposal. The Board of Education shall not accept a bid that does not include the sworn and notarized disclosure statements.

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

1.06 It is the intent to award bids by May 2, 2024. Installation and delivery of equipment would commence after July 1, 2024, and all equipment would be operational by August 5, 2024. On site personnel will be trained by August 19, 2024 and 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.

1.07 Optional Feature - 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 Capable

● Scan to Google Drive

● 3-hole punch

● Secure Printing options

● Find-Me Printing / Pull Printing/Follow-Me Printing

● Large Capacity Paper Tray

● Others as page trays, cabinets, finishers, Etc.

1.08 The following criteria shall be considered in making an award:

a) Cost of equipment lease

b) Page fee cost per copy/impression

c) Maintenance/service agreement conditions

d) Conformity to listed specifications

e) Delivery of the copiers within the required time schedule

f) Service and warranty provided

g) Prior working relationship experience

h) References

i) Repair force and certification and distance to our organization

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

1.10 Vendors must provide a proposal specifying the lease cost and the cost per page. The cost per B/W 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.

1.11 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.

1.12 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.

1.13 It is understood that VBISD 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.

1.14 The following items must be included in your bid price:

a) The machines and devices offered including brand name, model number, included options, and 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

1.15 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 Van Buren Intermediate 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.”

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

1.17 The proposal should be for a 60-month lease to own contract with the initial payment beginning 30 days after the equipment is installed. 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.

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

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.

1.19 Vendor will also include hardware options that will allow the VBISD to utilize existing HID Prox cards samples are available of the key fobs for testing with your system.

1.20 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.

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

2.00 VBISD - Scope of work and bid response format

The selected vendor shall provide the following services to Van Buren ISD. 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. 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 an optional 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.

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

BID PROPOSAL SHEET

Black and White

Van Buren ISD

REQUEST FOR PROPOSAL – DEVICE LEASE OPTION

NAME OF BIDDER: ________________________________________________

ADDRESS: ________________________________________________________

PHONE: __________________________EMAIL: ____________________________

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 underage’s 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: ___________________________________________________

ADDRESS: __________________________________________________________

PHONE: ________________________ EMAIL: ________________________________

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

EQUIPMENT PURCHASE OPTION: Please attach an Itemized unit cost

Purchase price: ______________________

____________ COST PER PAGE FOR THE TERM OF NO LESS THAN FIVE (5) YEARS OF

THE LEASE.

Color/Black and White

PHONE: __________________________ EMAIL: ____________________________

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 on separate sheet

____________ 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

PHONE: ________________________ EMAIL: ________________________________

For Each model number listed fill out a sheet

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

Color/Black and White Alternate Options

Model Number of Copier/Printer_______________________________________

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

Color/ Black and White Alternate Options

PHONE: ________________________EMAIL: ________________________________

Model Number of Copier/Printer_________________________________________

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

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 ______

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

Total Proposal Cost Copiers and Printers Lease

Number of Copiers/Printers _____

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 on separate sheet

AFFIDAVIT OF BIDDER

FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Van Buren Intermediate

School District Board of Education or the Van Buren Intermediate School District Superintendent must be accompanied with the bid. Bids without this affidavit will not be accepted.

The members of the Van Buren Intermediate School District Board of Education are: Mary Ann Middaugh, Karen Makay, Kenneth Kent, John Weiss and John Faul.

The Van Buren Intermediate School District Superintendent is: David. D. Manson

The following are the familial relationships:

There are none.

STATE OF MICHIGAN)

) ss

COUNTY OF_________________)

The undersigned, authorized representative of the bidder

(Company name) does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder (Company) Representative

Print Name

Title

Subscribed and sworn to before me this _____day of ___________________, ________.

Notary Public, ______________County, Michigan

My commission expires: ____/____/________

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or an authorized officer of the below-named bidder (the “Bidder”), pursuant to the compliance certification requirement provided in the Van Buren Intermediate School District (the “School District”) Request For Bids

For ______________________________ (the “RFB”), 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, Michigan Public Act No. 517 of 2012 (the “Act”) and that in the event the Bidder is awarded a contract as a result of the aforementioned RFB, the Bidder will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Act defines an Iran Linked Business as an individual or any entity, including all successors, parent companies, subsidiaries, and companies under common control, engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, including providing products used to construct or maintain oil or liquefied natural gas pipelines.

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 was made, whichever is greater, the cost of the School District’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.

STATE OF MICHIGAN)

) ss

COUNTY OF_________________)

The undersigned, authorized representative of the bidder (Company name) does hereby acknowledge that the bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder (Company) Representative

Print Name

Title

Subscribed and sworn to before me this _____day of ___________________, ________.

Notary Public, ______________County, Michigan

My commission expires: ____/____/________

Appendix:

Current list of Models:

Printers:

Qty. Description

32 Phaser 3260 Black and White

2 VersaLink 8000 Color/Black and White

3 Versalink B400 Black and White

15 VersaLink C400 Color/Black and White

Total 52

Copier Models:

Qty. Description

2 AltaLink C8045 - Color/Black and White

1 AltaLink C8055 - Color/Black and White

1 AltaLink B8055 - Black and White

4 Color C70 - Color/Black and White

4 VersaLink B7025 - Black and White

1* Versant V180 - Color/Black and White

2* VersaLink B405 - Black and White

12 VersaLink C405 - Color/Black and White

Total 27

(* devices no longer needed and should not be used as a part of this quote.)

Total of 79 current copiers and printers

Please Note: VBISD is looking to reduce our footprint in this area and consolidate some of the current devices.

VBISD is not necessarily looking for a one-to-one swap.

Current Impressions/Month:

● Monthly Total - All Printers/Copiers:

○ 90,000 - Black and White

○ 62,000 - Color

● Printer/Copier Breakdown (Per Device Average/Month):

○ Phaser 3260 Black and White (32)

■ ~140 - B&W

○ VersaLink 8000 Color/Black and White (2)

■ ~841/month - B&W

■ ~0/month - Color

○ Versalink B400 Black and White (3)

■ ~930 - B&W

○ VersaLink C400 Color/Black and White (15)

■ ~700 - Color

■ ~525 - B&W

○ AltaLink C8045 - Color/Black and White (2)

■ ~2400 - Color

■ ~ 3200 - B&W

○ AltaLink C8055 - Color/Black and White (1)

■ ~3300 - Color

■ ~7000 - B&W

○ AltaLink B8055 - Black and White (1)

■ ~2520 - B&W

○ Color C70 - Color/Black and White (4)

■ ~7710 - Color

■ ~8900 - B&W

○ VersaLink B7025 - Black and White (4)

■ ~1760 - Color

■ ~2100 - B&W

○ VersaLink C405 - Color/Black and White (12)

■ ~410 - Color

■ ~650 - B&W

○ VersaLink B405 - Black and White (2)

■ ~480 - B&W

(END OF THE RFP)