RFP 4145 - Multi-Functional Device Lease and Managed Print Services.docx

REQUEST FOR PROPOSAL

For Multi-Functional Device Fleet Lease and Managed Print Services

THIS IS NOT AN ORDER

VENDOR/PROPOSER NAME & ADDRESS

Unless otherwise noted, names of all organizations submitting proposals will be publicly available after the date and time specified as the deadline for submitting proposals. Proposals will be open to public inspection after award(s).

Revisions to this request for proposal, including due date, may be made by an official written amendment issued by Purchasing Services. Please check whether any amendments have been issued prior to submitting a proposal and do not submit a proposal before the School District issues its formal response to questions about the RFP.

Correspondence must reference the proposal number.

PROPOSAL NUMBER: 4145

ISSUE DATE: May 12, 2025

DUE DATE: May 30, 2025 - 2:00 PM (CST)

IF NOT PROPOSING, please check here and return this cover page only.

The original proposal may be submitted via US mail, hand delivery or a delivery service and must be received by PBPA – Room 200A at 545 West Dayton Street, Madison, WI 53703-1967. Proposals not date/time stamped by PBPA – Room 200 (608) 204-7819 staff (or designee) by the posted date and time shall be considered late and shall be rejected.

Any entity submitting a proposal has no enforceable right to amend its proposal after the submission deadline.

The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

By signing this proposal, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned states that he/she is authorized to bind the proposer and on its behalf, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Proposal, and declares that the attached proposal and pricing are in conformity therewith.

SIGNATURE:

DATE:

TYPE or PRINT NAME:

TITLE:

TELEPHONE NUMBER:

FEIN or TAX ID NUMBER:

FAX NUMBER:

EMAIL ADDRESS:

Table of Contents

General Information Introduction and background The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for a multi-functional device fleet lease as well as managed print services . The District as represented by Technical Services intends to use the results of this solicitation to award a contract for the fleet lease, maintenance services and managed print services.

Approximately 25,500 students, about 60% of which are minority, are currently enrolled in the Madison Metropolitan School District (District), making it the second largest school district in the State of Wisconsin. The District employs 2,664 teachers, 141 administrators and 1,382 support personnel, plus 2,200 part time staff (including substitute teachers and summer recreation workers). The District includes 52 school buildings in a 72 square mile area that includes the City of Madison and all or parts of several surrounding municipalities, with 33 elementary schools (grades 4K through 5) 12 middle schools (grades 6 through 8) and 6 high schools, one of which is a small alternative high school (grades 9 through 12). Several of the schools at each level have been named National Schools of Excellence by the U.S. Department of Education. The District also operates early childhood programs and alternative programs for middle and high school students as well as maintaining additional sites such as the Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, and the Affiliated Alternatives.

Madison Metropolitan School District believes every school should be a thriving school that prepares each student to graduate from high school ready for college, career and community. We strive to ensure that students are on-track to graduate, that every student has access to a challenging and well-rounded education, and that students, families and employees experience a positive school and district climate. The District’s strategic framework recognizes the following priorities in working toward the realization of our vision: 1) Empower School Communities – We will empower principals along with school teams, providing them the resources, flexibility and integrated support necessary to collaboratively create strategies with students, staff and families that accelerate student progress; 2) Invest In People – We will commit to investing in and fully supporting our staff, with a focus on anti-racist, culturally responsive and inclusive teaching and powerfully aligned hiring, placement, induction, professional growth, coaching and evaluation practices; 3) Streamline Priorities – We will focus the work of the central office team on breaking down systemic barriers and filling gaps in access, services and resources; 4) Plan for the Future – We will think and plan long-term in partnership and collaboration with our students, families, staff and the larger Madison community.; and 5) Embrace Innovation – To address challenges without clear solutions, we will adopt new mindsets toward risk-taking and support people in bold, new and innovative work within the classroom and beyond.

(MMSD’s Strategic Framework can be found at: https://www.madison.k12.wi.us/about/strategic-framework) Because of the District’s sound financial management practices, Madison Metropolitan School District is one of only a few Wisconsin districts to have an “Aa1” bond rating.

Scope Project Description All applicable currently leased and district owned multi-functional devices will need to be appropriately replaced (leased) as a result of this solicitation and consequent contract award. The district currently has approximately 178 leased devices identified in Attachment E.

In addition, along with proper fleet management and utilization, the district will expect to proceed with proposed cost effective and efficient managed print solutions.

Objectives The district’s goal is to ensure that each building receives right-sized replacement devices in the most cost effective and seamless manner possible. In addition, we intend to secure proper fleet and managed print services/support to ensure all possible cost saving opportunities are identified and realized. As a result, we expect to find alternative solutions that provide cost savings while improving service offerings and automations of processing.

To be clear, it is entirely possible that this opportunity could be split into two (2) elements with each being individually awarded to separate vendors (meaning, one vendor could be awarded the contract to supply the devices, while another vendor could be awarded the contract to provide managed print services/support.

Needs Improving staff support is always a primary need, while increasing staff productivity and efficiency and reducing paper handling. We also need to take advantage of opportunities to decrease costs while increasing overall productivity through proper upgrades in technology and equipment capabilities. In addition, we need to introduce color capabilities within the district.

As it relates to the fleet, we need to maintain a consolidated fleet lease through a primary (sole) vendor. We will need to have the ability to track usage by individuals and/or departments. There is a need to allow for periodic (perhaps annual) subsequent leases or amendments that will account for any additional equipment that could become necessary during the overall lease period.

The District is seeking a proposal for managed print services and software for district owned printers and leased devices throughout all sites and equipment locations. The district needs to appropriately reduce the current footprint of printers and move print volume to more efficient and cost effective fleet multifunctional devices.

Current Operations Madison Metropolitan School District currently has a fleet of 178 leased devices with a lease that ends September 30, 2025. These devices are located in 60 buildings across the district and City of Madison. The district currently has primarily informal or basic fleet and management print tools and/or protocols in place. Service calls, toner and supplies are included in the maintenance agreement (cost per click rate).

Request for proposal process This document is a Request for Proposal. It differs from a Request for Bid in that the District is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As defined in the American Bar Association Model Procurement Code, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, and availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards which measure how well a vendor’s approach meets the desired requirements and needs of the District.

Procuring and contracting department/division This Request for Proposal (RFP) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the Request for Proposal process. The person responsible for managing this procurement process is Dana Scheel, Manager – Procurement & Contract As it pertains to this RFP, vendors shall NOT have contact with anyone other than the Manager – Procurement & Contract Services (if absent, the Lead Purchasing Clerk) through the duration of this RFP process. All communication pertaining to this RFP must be in writing by email (preferred) or US mail.

Any contract(s) resulting from this RFP will be administered by Madison Metropolitan School District, Technical Services department. The contract administrator will be Chet Bembenek, Director of Technical Services.

Definitions The following definitions are used throughout this document.

RFP means Request for Proposal District/MMSD means Madison Metropolitan School District.

Vendor/Proposer means a firm submitting a proposal in response to this RFP.

Contractor means proposer awarded the contract.

Clarification and/or revisions to the specifications and requirements In order for your organization to directly receive updates to this Request for Proposal, including responses to submitted questions/inquiries, please complete Appendix D: Intentions to Submit a Proposal and Question/Inquiries. This document (Appendix D) can be emailed to bids@madison.k12.wi.us and it will assist in allowing the District to provide timely information to interested parties.

Any questions concerning this RFP must be submitted in writing in the format provided in Appendix D of this document by e-mail (preferred) or US mail on or before May 15, 2025 - 2:00 PM (CST) to:

During the selection process, vendors/proposers are specifically prohibited from contacting the District/schools to “prospect” for new business; introduce the firm’s staff; provide marketing or promotional materials; discuss advantages/benefits of their company, and/or discuss the disadvantages of working with their competitor(s). Vendors/proposers with questions about what constitutes allowable behavior during the selection process for this RFP should submit questions in writing to the above email address. Attempts to contact a District employee (including school personnel), official, or representative in any manner contrary to the requirements set forth in this document may lead to vendors/proposers being disqualified from consideration.

An electronic version of the RFP is available on the District’s web site:

www.madison.k12.wi.us/doingbusiness Vendors/Proposers should raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT as early as possible in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all known recipients of this initial RFP or posted to the District’s Website at:

www.madison.k12.wi.us/doingbusiness Debarred, suspended, proposed for debarment or declared ineligible Contractors doing business with the MMSD must provide certification that they are not debarred, suspended, proposed for debarment, declared ineligible, are not in the process of being debarred, or are not voluntarily excluded from conducting business with a federal department or agency of the federal government.

MMSD may exclude a contractor or its subcontractor from participating in the RFP process and/or contract award if the organization or its principal(s) has(have) been debarred or excluded from doing business with the Federal Government.

Accessibility guidelines related to proposed software and hardware Vendor should demonstrate that each software and/or hardware proposed conforms to the accessibility guidelines established by the World Wide Web Consortium's Web Content Accessibility Guidelines 2.0 (WCAG 2.0).

In addition, Vendor should demonstrate that each software and/or hardware conforms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended. (Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.)

Vendor may demonstrate compliance with such guidelines by submitting a VPAT (Voluntary Product Accessibility Template) or comparable documentation.

Vendor conference A vendor conference could be held on May 20, 2025 at 1 pm (CST) virtually (Google Meet: meet.google.com/asp-jepm-cvr) and in person (Doyle Administration Building 545 W Dayton St. Madison WI 53703 Room 12A) to respond to written questions (paragraph 1.6 above), field additional questions, and/or provide additional instruction to vendors. If no questions are received in accordance with paragraph 1.6 above and/or it is deemed unnecessary by the MMSD, the District reserves the right to cancel the vendor conference. All vendors who intend to respond to this RFP and attend the scheduled vendor conference should contact Dana Scheel prior to the scheduled conference to confirm whether or not it will occur. If so, vendors are strongly encouraged to attend the vendor conference.

Reasonable accommodations The District will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact Purchasing Services at (608) 204-7819.

Calendar of events Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the District. In the event that the District finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

Contract term and funding The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run from the date a contract is awarded through July 1, 2028.

State of Wisconsin VendorNet registration The District makes use of the State of Wisconsin’s purchasing information and vendor notification service. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us.

Preparing and Submitting a Proposal General instructions The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (i.e., expensive artwork, binders) beyond a sufficiently presented, complete, effective and securely bound proposal, are not necessary or desired.

Proprietary information All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with applicable law.

To the extent permitted by law, it is the intention of the District to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of the District. At that time, all proposals will be available for review in accordance with the Wisconsin Public Records Law.

Incurring costs The District is not liable for any cost incurred by proposers in replying to this RFP.

Submitting the proposal Proposers must submit ONE hardcopy original (identified as such), ONE electronic version (memory stick or e-mail attachment), and Three (3) hardcopies including all materials (excluding Cost Proposal; see paragraph 6.2) required for acceptance of their proposal by May 30, 2025 at 2:00 PM (CST) to:

At proposal opening, only the names of responding vendors are provided. No further information will be available until contract award.

Proposals must be time/date stamped as received by PBPA – Room 200 (or designee) on or before the specified date and time provided above. Proposals not so stamped will not be accepted. Receipt of a proposal by the District’s mail system does not constitute receipt of a proposal by Purchasing Services, for purposes of this RFP.

All proposals MUST be packaged, sealed and show the following information on the outside of the package:

Proposal organization and format Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings:

Cover Page (Sign and complete associated Request for Proposal cover page) Response to vendor/proposer qualifications (See Section 4):

Introduction Organizational capabilities

Response to requirements (See Section 5) Cost proposal (See Section 6) Required forms (See Section 9):

Multiple proposals A vendor/proposer may submit multiple proposals; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals.

Oral Presentations and site visits Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by the District. The District will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct to interview or permit a site-visit on the date scheduled may result in rejection of the vendor’s proposal.

Demonstrations Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a District site. Product(s) being demonstrated must be delivered to the District site upon a two (2) week notice by the District to the vendor(s) and must be installed and ready for the demonstration within one (1) week of delivery. The District will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the vendor’s product(s) and/or service(s). Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the District’s specified requirements during the demonstration may result in rejection of the vendor’s proposal.

The successful demonstration of the vendor’s product(s) and/or service(s) does not constitute acceptance by the District. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.

Withdrawal of proposals Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the actual proposal closing date if the proposal has already been received by Purchasing Services. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to purchasing services. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the original proposal closing date and time.

Proposal Selection and Award Process Preliminary evaluation The proposals will first be reviewed to determine if requirements in Section 2.0 are met and if additional requirements are met (see all requirement sections). Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the District reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

Proposal scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews, and conduct an on-site visit and use the results in scoring the proposals. Diverse-owned businesses are encouraged to participate in this solicitation and may receive a 5% preference. To qualify, vendors must be certified by the Wisconsin Supplier Diversity Program or participate in the Wisconsin Diversity Procurement Network.

Right to reject proposals and negotiate contract terms The District reserves the right to reject any and all proposals and to waive minor irregularities and technicalities. The judgment of the District on such matters shall be final. The District further retains the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the District may negotiate a contract with the next highest scoring proposer.

Evaluation criteria The proposals will be scored using the following:

Award and final offer(s) The District may recommend a contract be awarded to the vendor with the highest total score as outlined in section 3.4, or may recommend that contracts be awarded to multiple proposers to provide portions of the services or goods proposed. Alternatively, multiple vendors with the highest total scores may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked in the same manner described above to determine the vendor with the highest total score.

Vendor/Proposer Qualifications Introduction Please provide an appropriate brief introduction as it pertains to your organization.

Organizational capabilities Describe the firm’s experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results.

Key staff Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project.

References Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), which can be used as references for work performed in the area of product(s) or service(s) required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team and used in scoring the written proposals.

Requirements Mandatory requirements The following requirements are mandatory and must be complied with.

Proposed solutions must always be accompanied by vendor support and resources in a manner that allows for full implementation without disruptions to the District’s operations.

All proposed fleet devices must be from the same manufacturer to ensure similar operation and reduce staff usage time.

No allowance will be made for any rate increase (lease, cost per click, or anything else not covered specifically) during the term of contract.

All pricing must be inclusive of device delivery charges to district locations. Normal installation is to include initial operating supplies (except paper). A pre-delivery walkthrough of each site and equipment location will be coordinated by the vendor with the district to ensure access and power requirements are acceptable.

Lease needs to accommodate physical changes of equipment due to the allocation of financial resources and also demands for each location. Flexibility is required so that equipment can be moved from one location to another as needed or appropriate.

Each device must be accompanied by an approved, safe, size appropriate and fully functioning surge protector at no additional cost. Vendor service technicians must include checking to ensure the protector is present and functioning correctly during each service/maintenance visit and ensure action is taken to replace a unit if that is not the case.

An operator’s manual is to be delivered with each machine.

Service requirements are as follows:

1.1.1.1. Automatic order toner and service repair capabilities must be provided.

1.1.1.2. Service requests must be followed by prompt response time of no more than four (4) hours. As such, there will be a high preference and more weight awarded to vendors that have a local service presence.

1.1.1.3. Cost per click charges must include all service, repairs, parts, labor, toner/ink, drum, developer and anything else so related (paper not included).

1.1.1.4. New equipment training must be provided at the time of install and included at no additional charge. Pre-approved special circumstances may allow for an extension of two (2) operational days from the time of install. Vendor must coordinate install and training to ensure proper site staff are available.

1.1.1.5. Requested additional onsite training must be unlimited and come at no additional cost.

1.1.1.6. Preventative Maintenance Schedules planned and completed according to the manufacturer’s recommended service schedules.

1.1.1.7. Exclusive utilization of OEM parts and supplies for replacements.

1.1.1.8. Down time due to the vendor’s unresponsiveness or inability to fix/repair or maintain equipment will be deemed unacceptable.

1.1.1.9. Vendor must have guarantees in writing verifying that problematic machines will be replaced at the expense of the vendor and lay out what triggers that action.

1.1.1.10. Vendor must include all forms of support, (e.g. phone, email, website, etc) at no additional charges.

1.1.1.11. Vendor must provide a service call support service in the form of an app that can be used from phones and tablets.

1.1.1.12. Vendor shall not be allowed to charge additional fees for supplies delivery throughout the life of the contract.

1.1.1.13. Vendor shall not be allowed to charge additional fees for firmware updates throughout the life of the contract and the Vendor must also perform all firmware updates as they are released at no additional cost.

1.1.1.14. Vendor shall not be allowed to charge additional fees for fuel throughout the life of the contract.

1.1.1.15. Vendor must perform quarterly business reviews to cover results, utilization, service metrics and future state planning. Vendor must provide an example review with the proposal.

1.1.1.16. Vendor must be able to provide custom invoicing.

1.1.1.17. Vendor must be manufacturer certified on all hardware and software.

1.1.1.18. Vendor must have Service Technicians on their staff (No 3rd party support).

The district expects the highest level of quality, professionalism, and results from the awarded contractor as it relates to the development and implementation of services and installation of equipment.

The district maintains that the success of the awarded contractor’s performance and suitableness of equipment, along with the district’s overall satisfaction, will be determined at the sole discretion of the district. This will be supported by both qualitative and quantitative means through past communication, data collection and analysis.

The awarded contractor shall comply with all applicable federal, state and local statutes, laws, ordinances, rules and regulations including securing and maintaining in force such permits and licenses as required by law in connection with the furnishing of services pursuant to this agreement.

The awarded contractor must commit to providing an account manager that is appropriately responsive, effective and successful. The district reserves the right to insist on a different representative at the district’s discretion based on documented shortcomings or the account manager’s demonstrated failure to provide in accordance with established expectations. There will be a high preference and more weight awarded to vendors that offer an account manager that has a local presence and is readily nearby.

End-user support must come at an extremely high rate of success, which requires the vendor to be responsible for all toner, fix/repair, maintenance and/or replacement of all output devices.

Consumable supplies will be provided consistent with “just in time” inventory management (including end-user replacement components meeting original equipment manufacturer specifications for all output devices). This would include replacement printers provided by the selected vendor as part of this contract.

The District is not in favor of storing excess inventory at any location. Contracted vendor is responsible for delivery of supplies to point of need and retains ownership of the consumable inventory. Down time due to lack of consumables will not be acceptable.

Vendor must provide a layout of escalation process for hardware and software issues.

Vendor must have a comprehensive Secure Fleet Management action plan. (provide details).

Vendor must have their headquarters based in Wisconsin and have a service center within 20 miles of Dane County.

Reliable and proven auto toner replenishment program.

Vendor must provide live answer service for dispatch of calls.

Please explain all ways that service can be requested for hardware and software.

Proven auto toner replenishment program.

Vendor must allow removal and addition of leases within current term by adjusting the monthly lease accordingly.

Vendor must have a Municipal Dollar Buyout Lease Program that includes a Non-Appropriation Addendum.

Technical requirements If the proposer has been or is involved as a defendant in any lawsuits or administrative charges/complaint (including those filed by or for customers or employees of customer companies), the proposer must provide a brief summary of the case(s) and the current status.

If the proposer has experienced any major debt restructure or bankruptcy proceedings, the proposer must provide a brief summary.

The district wants to ensure that organizations have sufficient cash flow to serve as a preferred district vendor. Please provide the following financial information in totality for the last three (3) years: Total Assets, Earnings before Interest & Tax, Net Sales, Market Value of Equity, and Total Liabilities. In the absence of audited financial records, the applicant may attach federal income tax returns, balance sheets, and/or budget accounting for revenues, expenses, and cash flows. List the attachments in a follow-up sheet for Attachment A.

Provide a minimum of three (3) current (within the past three years) K-12 preferred references. If K-12 is not available, provide other customer references that would be considered most applicable. For each reference, provide the following information in the area provided on Attachment B.

1.1.1.19. Customer Name.

1.1.1.20. Customer Address.

1.1.1.21. Current Telephone Number and Name of a representative most familiar with the project/program.

1.1.1.22. Time Period over which each project was completed.

1.1.1.23. List of Products installed and description of service/support provided.

1.1.1.24. Number of students in the school district.

1.1.1.25. Number of school district buildings.

1.1.1.26. Estimated number of employees.

If this proposal includes software developed specifically for MMSD or as a part of a program MMSD would use, vendor may submit a VPAT (Voluntary Product Accessibility Template) or must provide comparable documentation to satisfy the requirement in paragraph 1.8 (evaluated by MMSD Legal Services).

Attachment G (Department/School Equipment and Cost Proposal Proposal must provide information pertaining to the physical location of the vendor’s service center (meaning where the service technicians will be traveling from to service the equipment within MMSD?).

Proposal must provide information pertaining to the physical location of the vendor’s assigned account manager (meaning where the account manager will be traveling from to handle any MMSD needs or account responsibilities).

A proposal must be completed and submitted along with appropriate and completely informative specification sheets (documentation) related to each proposed device.

In addition, each proposed device must be compared completely to the current device it is proposed to replace (side by side detailed specification comparison) including (at minimum), but not limited to the following specifications and/or capabilities.

Attachment H (Managed Print Services Cost Proposal) A proposal must be completed and submitted including a managed print assessment to ensure that equipment is ideal for the environment, avoids unnecessary printing, provides necessary maximized efficiencies and cost savings, and properly drives printing needs to the appropriate device.. Again, all known network printers are listed in Attachment E.

A proposal must be completed and submitted providing the following information:

1.1.1.27. Proposing vendor must acknowledge an understanding that there is a possibility MMSD could award the scope outlined in paragraphs 5.3 and 5.4 (above) separately from that outlined in in this paragraph (5.5).

1.1.1.28. Proposal must specifically speak to the vendor’s capability of providing managed print services and related software that is agnostic, in an information technology (IT) context, with regard to what equipment is placed within MMSD. Furthermore, vendor must provide a report detailing the pros and cons of providing managed print services and software with the vendor’s proposed equipment (paragraphs 5.3 and 5.4 above) and perhaps with equipment provided by a different vendor.

1.1.1.29. Proposal must provide information pertaining to the physical location of the vendor’s managed print support staff (meaning where the support staff will be traveling from to support the managed print efforts within MMSD?).

1.1.1.30. Describe your organization’s experience in providing managed print solutions and related software to the other school districts you have identified in Attachment B (if you are unable to provide school district experience, provide experience related to an applicable company).

1.1.1.31. How does your organization protect confidential student, staff and/or customer information?

1.1.1.32. Provide details pertaining to where all system processing will be performed and data will be stored. Please include information related to your organization’s data practices and procedures for ensuring confidentiality.

1.1.1.33. Describe your process for conducting background and reference checks on new hires (including drug/alcohol, criminal checks, employment references, etc.) and how that information will be provided to the school district.

1.1.1.34. Describe your organization’s efforts and processes to ensure that services provided will completely satisfy or exceed the district’s expectations.

1.1.1.35. Describe, in detail, your organization's contingency plan for working around problems which may arise as a result of providing your services.

1.1.1.36. State your staff turnover rate for the last three years (related to the services identified in this RFP). How do you see your staff turnover rate affecting customer service to the district?

1.1.1.37. Who will be the main point of contact for the district and where will this individual be located geographically (office)?

1.1.1.38. What are your hours of operation for customer service and technical support?

1.1.1.39. The district will require periodic, monthly and/or annual digital/electronic usage reports with the ability to sort and identify categorical information. Describe your organization’s ability to provide detailed reporting, what that reporting will include, and how it can be utilized to benefit the district (provide an example of this as Attachment J).

1.1.1.40. Provide detail regarding your organisation’s capability to provide ad hoc reports.

1.1.1.41. Does your organization have automated invoicing and payment processes? If not, provide your commitment to transition to these methods of payment for the district.

1.1.1.42. What alternative payment and billing methods do you support (i.e., ACH, Credit Card)?

1.1.1.43. The district pays on a net 30-day term. Is this acceptable? If not, what are your standard payment terms?

1.1.1.44. Does your organization offer a discount if the district pays in Net 20, Net 10? If so, please provide details.

1.1.1.45. To manage our Vendor Master profile in our procurement system, we prefer to remit payments to one central location only. If you have several offices, can we remit to one central location? If not, provide an explanation as to why this is not possible and what we might expect.

1.1.1.46. List the different methods in which your organization is able to accept a Purchase Order (i.e., electronically, fax, phone and/or mail).

The proposal must provide a described option to provide a naming convention, determined by the district, based on the type of document.

A proposal must be submitted to outline the process in which periodic (perhaps annual) leases or amendments can be achieved to account for additional equipment leasing needs (i.e., it is determined that a department or school site is in need of an additional multi- functional device.

The proposer must explain how the district will have printing environment visibility (including equipment performance) through an effective and accessible resource.

The proposer must acknowledge and attest to providing required support and resources for the District’s technology needs for hardware and software.

The proposer must provide a robust billing system that accommodates our financial software and structure. In addition, provide support pertaining to, but not limited to, procurement efforts, account payable, employee support and operations management and administrative services.

If this proposal includes software developed specifically for MMSD or as a part of a program MMSD would use, vendor may submit a VPAT (Voluntary Product Accessibility Template) or must provide comparable documentation to satisfy the requirement in paragraph 1.8 (evaluated by MMSD Legal Services).

Your organization, if selected, will be responsible for working directly with the Contract Administrators or designees to understand the managed print solutions for the district and will be responsible for all products and services including meeting all requirements stated above related to expected goods and services.

Identify and describe any and all other related services or concepts your organization is offering and committing to as part of this proposal.

Finally, add any further information or comments pertinent to this RFP that you wish to add (keeping in mind that the district prefers and will award based on sufficient brevity.

Cost Proposal Conditions for payment As a public school district, MMSD must be a wise steward of public funds, and generally does not pay for goods or services prior to the delivery thereof, and any proposal for pre-payment should include the reasons why pre-payment is necessary and a wise use of public funds. Even in the case of a prepayment, the District will only agree to payments based on project phases (or project milestones) and established outcome targets for each phase. At the District’s sole discretion, these progress payments may be tied to the satisfactory completion of the work. The District may also include a ‘retainage clause’ of 5% to 10% to be released only after the entire project has been satisfactorily completed.

General instructions on submitting cost proposals The original cost proposal and one copy should be submitted in a separate envelope with the written proposal. The cost proposal will be scored as described in sections 3.4 and 3.5.

Format for submitting cost proposals The format for submitting Cost Proposals has been established in Paragraphs 5.3, 5.4 and 5.5 and should be provided as Attachment G, H, and I. Vendors must adhere to all stated requirements.

Fixed price period All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 60 days starting on the due date for proposals.

Special Contract Terms and Conditions Hold harmless By submitting a proposal, contractor understands that the District and its representatives will determine which proposal is accepted. Vendor/Proposer waives any right to claim damages of any nature, whatsoever, based on the selection process, and any communications associated with the selection of the successful contractor. All completed proposals and supporting documentation submitted shall be the property of the Madison Metropolitan School District.

Liquidated damages The Vendor/Proposer acknowledges that, if after being awarded a contract the contractor fails to deliver the goods or services in a timely manner, substantial economic and other damages will be incurred by the District, in an amount that is not easily ascertained, and that $1,000.00 per working day, not to exceed one-half of the total of the contract, for every day past the scheduled delivery date(s) is a fair and appropriate estimate of such damages. The contractor agrees that such amount is not intended to be a penalty but to represent actual damages incurred, and that the District shall have the right to assess such damages either through deducting the damages from the amount due under contractor’s invoices or by directly billing Contractor.

Prime contractor and minority business subcontractors The prime contractor will be responsible for contract performance when subcontractors are used. If subcontractors are to be used, the proposer must clearly explain their participation and they must abide by all terms and conditions of the contract.

Additional terms The District reasonably believes that sufficient funds are available or can be obtained to make payments due under any contract issued under this proposal; however, the contract will terminate…