Request for Bid for Folder/Inserter

The Madison Metropolitan School District (MMSD) in Wisconsin is conducting a Request for Bid (Bid 3391) for a Folder/Inserter with OMR Reading Hardware for its Printing Services department. The procurement seeks a sophisticated mailing equipment solution capable of processing between 25 and 10,000 pieces daily, with specific requirements for handling 8.5 x 11-inch, 20-pound bond paper in single and double-sided formats. Vendors must provide detailed specifications including interface descriptions, OMR reading capabilities, processing speeds, feeding and folding capabilities, envelope sealing and stacking features, and configurations for 4-station and 6-station models. The bid requires comprehensive equipment delivery, setup, and initial training, with mandatory pricing for both purchase and lease options. Evaluation criteria will focus on the lowest responsive and responsible bidder, considering factors such as quality, adaptability, financial responsibility, delivery time, and compliance with technical specifications. The bid was issued on August 28, 2017, with a submission deadline of October 2, 2017, at 2:00 PM (CST), and the contract duration extends through December 31, 2017, with potential for award decisions beyond this date.

The procurement appears open to all qualified vendors, with no specific set-aside designations mentioned. However, non-exempt vendors must comply with the District's Affirmative Action and Equal Employment Opportunity policies. Vendors are required to complete multiple forms, including debarment certifications and affirmative action documentation. Equipment must include a one-year warranty against defects, and contractors must maintain worker's compensation insurance and a minimum of $1,000,000 in commercial liability coverage. The district is exempt from Federal Excise Tax and State Sales Tax and qualifies for governmental and educational discounts, which must be reflected in unit pricing. While no specific budget range is provided, the comprehensive requirements suggest a significant investment in advanced mailing technology. The current system utilizes a four-station folder/inserter supplemented by manual processing, indicating this procurement represents a potential technology upgrade for the district's mailing operations.