Request for Proposal
Campus Wide Preferred Vendor
Multifunctional Printing Device Program
To be Opened
11:00a.m. CST on December 13, 2011
TABLE OF CONTENTS
Section I Request for Proposal
Section II Instructions to Proposers
Section III Form of Proposal
Section IV Bid Conditions
Section V Evaluation Criteria
Section VI AU General Terms and Conditions
Attachment A RFP Contract Form
Attachment B Calendar of Events
Attachment C Vendor Disclosure Statement
Attachment D Immigration Law Certification
Attachment E Pricing Matrix
Attachment F Remote E Counter Info
RFP No. B0006582: Auburn University MFD’s Contract
Section I. Request for Proposal
A. Expectations for the Auburn University Multifunctional Printing Device Program
Auburn University is soliciting proposals from qualified vendors for the implementation of a
campus wide MFD cost per copy copier program for the University’s main campus, digital
document center (CopyCat), off - site locations, and all other University related entities,
including AUM. Although, the University’s preference is to award the contract to one vendor, we
do reserve the right to make multiple awards. The contract must be satisfactory and will be
subject to the supervision of Procurement and Payment Services. The successful vendor will
administer the program, and provide departmental users with access to quality digital equipment
in their offices on a “hassle-free”, cost per copy basis. The successful vendor will provide
equipment and service to include all repairs, parts and associated costs, and all expendable
supplies including but not limited to toner, developer, drums, blades, organic photo conductors,
safety retrofits, rollers, belts, corona wires, platen, sensors, lenses, lubricants, PM kits, software
and programming. In-depth key operator training must be provided to the end user at the time of
installation and continue to be provided should key operators change during the course of this
contract. Paper and transparency products are not to be included in pricing. This proposal
should be strictly based on a cost per copy basis. In addition to the supplies stated above, the
cost per copy should include all networking printing components as written in the specifications
and the training necessary to connect and print from networked computers. The University
goals in offering this contract are as follows:
Lower total cost of copying
Streamline operation, standardize equipment, and increase efficiency
Reduce energy consumption
Reduce environmental impact (support sustainability efforts)
There are currently 146 MFDs (116 B/W and 30 color) placed in various locations on campus
that are currently centrally managed by CopyCat. The machines currently managed by
CopyCat will need the ability to be operated with remote controllers (presently Remote E Copy
Counters from ACDI that CopyCat owns (see Attachment F) for monitoring click counts. These
controllers allow CopyCat to unlock the MFDs for customer use, reset the click count and relock
the units between customers, all from a central staff work area. All MFDs placed within
CopyCat’s facilities must be capable of operating in this manner with Vendor responsible
for harnesses and hook up. Please note that there are two types of harnesses. One for the C-
BORD equipment and one for the click counts. Twenty (20) MFDs in the library locations and at
least 5 others around campus must be able to operate using a C-BORD system that allows the
students to be charged for their copies by swiping the University’s TigerCard and Campus Cash
Card. There are also two (2) color MFDs that require an external processor, such as a Fiery.
The remainder of special needs cannot be identified at this time, but many such cases are not
Alabama Cooperative Extensions (ACES) has 95 color machines located on campus and in
office/locations throughout the state of Alabama. Please note that some of these machines are
located in very rural areas of the state, and will require the same level of service as those in use
on main campus.
There are approximately an additional 194 copiers that are currently being utilized throughout
Auburn University departments. Our intent is that as existing leases expire, replacement
machines will be added to this contract on a cost per copy plan.
It is estimated that the University as a whole makes 30 million black and white copies and 7
million color copies per year.
The successful vendor will provide a campus wide copier solution which will demonstrate
a total lower cost and include the following:
Equipment, services and supplies
Automatic supply ordering
Advise departments and coordinate dispositions of existing equipment
Service to campus, including locally and non-locally throughout the state of
Provide on-going management and quarterly reporting
Provide service that meets the unique operational requirements of each
Possess a methodology for assessing individual department needs to provide an
optimal copying solution.
Propose both a centralized management option and decentralized management
It is the goal of the University, through this RFP process, to establish an initial two (2) year
contract with three (3) one year renewal options with a vendor(s) that provides the University’s
main campus and all off-site locations with a contract that meets the copier service needs at the
lowest possible cost.
B. Proposal Overview and Definitions
Auburn University is requesting sealed proposals from qualified firms to establish a pricing
agreement (contract) with a supplier to service the University’s needs for Multifunctional Devices
with a minimum of administrative effort and at the lowest delivered overall cost.
Proposals will be received in the AU Procurement and Payment Services office at 311 Ingram
Hall, Auburn University, AL until 10:30am CST on December 13th, 2011. After 10:30 and until
the 11:00am CST bid opening, bids must be hand delivered to 138 S. Gay St. Proposals will be
publicly opened at 11:00am CST on December 13th, 2011.
Throughout the remainder of this Request for Proposal, all entities involved will be referred to as
Auburn University will be referred to as “University” or “AU”.
Vendor will be referred to as “Contractor” or “Supplier”.
This document will be referred to as “RFP”.
Area for deliveries to be referred to as “Campus-wide”.
Alabama Cooperative Extensions will be referred to as “ACES”
1. Pre-proposal Conference
A pre-bid conference will be held in the Tiger Rags PPS Conference Room December 1st,
2011, at 9:00 AM CDT. Questions must be submitted in writing at the pre-bid conference.
The meeting is mandatory. Bidders who do not attend the pre-proposal conference will be
disqualified from participating in this bid process.
All inquiries regarding this proposal and its contents should be directed in writing to:
Burnette N. Tolbert
Section II. Instructions to Proposers
A. Proposal Response
Proposals should be addressed and delivered to Procurement and Payment
Services, Auburn University, 311 Ingram Hall, Auburn University, Alabama, 36849-
5101, on or before the time and date set for closing. Proposals should be in a sealed
Date and Time Proposal is Due
Suppliers may withdraw proposals at any time prior to the time and date set for
The University reserves the sole and exclusive right to reject or accept any or all
proposals and to waive any informality in the proposal. The best interest of the
University and their subsequent facilities shall be considered as the number one
determining factor in selecting or not selecting a Supplier. The University also
reserves the right to review and select any other agreement that has been
competitively bid; if we deem that it is in the best interest of the University.
No department, school, or office at the University has the authority to solicit official
proposals other than Procurement and Payment Services. All solicitation is to be
performed under the direct supervision of the Executive Director of Procurement and
Payment Services and in complete accordance with the University policies and
The University reserves the right to conduct discussions with Suppliers, and to
accept revisions of proposals, and to negotiate price changes. The University will
make reasonable efforts to protect proprietary information but all records are subject
to State of Alabama open records laws. Cost/pricing information is NOT considered
to be proprietary in nature.
Suppliers submitting proposals which meet the selection criteria and which are
deemed to be the most advantageous to the University may be requested to give an
oral presentation to a selection committee. Procurement and Payment Services will
schedule the presentations.
The University is committed to the development of Small Business and Small
Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the
contractor will make every effort to use SB & SDB in the performance of this
contract. Reporting will be required throughout the duration of the contract indicating
the extent of SB & SDB participation.
Suppliers shall indemnify, defend, and hold harmless the University, its officers,
agents, and employees from any claims, damages, and actions of any kind or nature
arising from or caused by the use of any materials, goods, equipment, or services
furnished by the Supplier, provided that such liability does not attribute to the sole
negligence of the University.
Read and comply with all instructions, specifications, General Terms and Conditions,
and Bid Conditions.
Section III. Form of Proposal
A. Proposal Format
Submit one (1) original and five (5) copies of the Supplier’s proposal in hard copy
form. Failure to include the original response, and all signed copies may be
grounds for rejection of your initial response without further evaluation.
Each proposal must be signed in ink by a responsible officer of the responding
No telephone, facsimile or telegraphic proposals will be considered. Proposals
received after the time for closing will be returned to the proposer unopened.
B. Tabular / Paginated Format
Tab 1: A one to two page executive summary of the Supplier's proposal, including
brief descriptions of the company’s expertise procuring and servicing a contract the
size and scope described in the RFP, and how the Supplier plans to address the
Tab 2: Completed and signed RFP contract form, as per Attachment A.
Tab 3: Contact name(s) and title(s) of the individual(s) responsible for the company’s
proposal and negotiation during this RFP process.
Tab 4: The financial statements of the company for the past three years. If the
company is a division of a larger corporation, the statements must be submitted for
the corporation as a whole and for that division of the corporation.
Tab 5: A listing of the company projects/customers similar in size and scope to the
services described in the RFP. This list must include the name, address, telephone,
and email address of the client contract administrator.
Tab 6: Description of the process of producing “best value” for the University and its
users, through creative marketing and/or other programs.
Tab 7: Description of any financial considerations.
Tab 8: Exceptions to RFP specifications
Tab 9: Description of environmental and sustainability policies of the bidder.
Tab 10: Pricing Matrix.
Tab 11: Vendor Disclosure Statement.
Tab 12: Immigration Law Certification Form
Tab 13: Additional Comments
Section IV. Bid Conditions
A. Execution of the contract
The contract will be for a two (2) year initial period with three (3) one year renewal options
beginning January 2012. The intent of the 24 month contract is to evaluate if the Supplier’s
equipment is satisfactory and the level of service is meeting all Auburn University’s needs. The
contract may be cancelled if a bidder does not satisfactorily meet service standards defined
later in this proposal and/or any other terms of this contract. In the case of termination of the
contract under any circumstances listed in this proposal, AU will not incur any costs or charges
associated with the removal of equipment from any location. The bidder’s quotation should be
expressed on a cost per copy basis. This cost per copy price should be for the entire term of this
contract with no increases in cost allowed during the course of this agreement.
ii. Insurance (Please note that the requirements listed under this section supersede
those in Section 1.28 of the General Terms and Conditions.)
Before a contract is finalized or work begins, the contractor shall, at its own expense, procure
and maintain, without interruption during the entire term of this contract, insurance of the kinds
and limits listed hereunder. Certificate(s) of insurance and an Additional Insured Endorsement
issued by the contractor’s insurance carrier shall be furnished to Auburn University before
beginning work and shall name Auburn University, its Board of Trustees, Faculty, Staff, and
Agents as Additional Insureds on the General Liability, Employers’ Liability, Automobile Liability
and Umbrella Liability policies. The insurance coverages required under this contract are
minimum insurance limits required and are not intended to limit the responsibility or liability of
the Contractor. If any subcontractor is used to fulfill this contract, they or the Contractor on their
behalf, shall carry the same coverages and limits of insurance outlined herein. It shall be the
Contractor’s responsibility to ensure compliance of this requirement.
Workers’ Compensation and Employers’ Liability Insurance
a) Workers’ Compensation insurance shall be written in accordance with statutory
coverage required by the State of Alabama. A self-insurer must provide a certificate
issued by the Alabama Department of Industrial Relations stating the contractor is
qualified to pay its worker’s compensation claims.
b) Employer’s Liability Insurance shall be written with minimum limits of:
1. Bodily Injury by Accident - $1,000,000 each accident
2. Bodily Injury by Disease - $1,000,000 each employee
Commercial General Liability Insurance
Commercial General Liability Insurance shall be written on an occurrence form and shall provide
at minimum the following limits:
Each Occurrence $1,000,000
General Aggregate $1,000,000
Products-Completed Operations Aggregate $1,000,000
Contractual Liability $1,000,000
Personal & Advertising Injury $1,000,000
Damage to Rented Premises $ 300,000
In Addition the:
Policy must cover all activities to be performed by the contractor.
Commercial Automobile Liability Insurance
Commercial Automobile Liability Insurance shall be written to include coverage for bodily injury
and property damage arising from ownership, maintenance or use of any and all owned, non-
owned, leased, hired and employee non-owned automobiles.
Minimum limit $1,000,000 Combined Single Limit.
Commercial Umbrella/Excess Liability Insurance
If a Commercial Umbrella/Excess Liability Insurance is used to provide excess coverage above
the Commercial General Liability, Employer’s Liability, and Commercial Business Automobile
Liability to satisfy the minimum limits set forth herein, the policy must be on an "occurrence"
basis and must be a “Follow Form”.
Policy must include coverage for Professional Liability if the contractor is performing a
Professional Service for Auburn University. Professionals are bound by law to 1) perform the
service for which they were hired, and 2) perform those services in accordance with the
appropriate standards of conduct. Professional Liability Insurance will be required of, but not
limited to, (a) physicians, (b) pharmacists (c) accountants, (d) architects, (e) engineers, (f)
counselors, (g) attorneys, (h) veterinarians, (i) environmental remediation (j) consultants
(k)auditors (l) real estate agents.
$1,000,000 per occurrence/$3,000,000 aggregate
Claims made policies must include a three year reporting period or coverage must be provided
for up to three (3) years after the completion of a project.
Environmental Liability Insurance
Environmental Liability Insurance will be provided if the contractor will be handling material or if
the contractor could create an environmental hazard. Environmental Insurance shall provide
Contractors Environmental Impairment Liability/Pollution Legal Liability with limits as follows:
$3,000,000 per occurrence/aggregate.
Claims made policies must include a three year reporting period or coverage must be provided
for up to three (3) years after the completion of a project.
All insurance coverage shall be issued by an insurer licensed by the Insurance Commissioner to
conduct business in the State of Alabama and have a minimum current A.M. Best rating of A.
Each policy shall be endorsed to be Primary and Non-Contributory to any insurance held by
Each policy shall be endorsed to include a Waiver of Subrogation in favor of Auburn University.
Insurance policies meeting the requirements stated above shall be maintained for the duration
of the project. Should any of the above described policies be canceled, non-renewed, changed
or allowed to lapse for any reason before the expiration date thereof, notice shall be delivered to
Auburn University in accordance with the policy provisions. Renewal certificates shall be sent to
Auburn University ten (10) days prior to any expiration date of coverage.
Contractor will notify Auburn University within ten (10) days if the insurance policies’ limits are
reduced or exhausted.
AU shall be entitled, upon request and without expense, to receive copies of policies and
endorsements thereto and may make any reasonable requests for deletion or revision or
modification or particular policy terms, conditions, limitations, or exclusions except where policy
provisions are established by law or regulations binding upon either of the parties or to
underwriting on such policies.
Due to the nature of some activities, Auburn University reserves the right to require additional
limits of liability coverage.
NOTICE OF INCIDENT
Contractor shall inform Auburn University Risk Management and Safety of all incidents and/or
accidents that occur on AU premises or that might otherwise give rise to a claim against AU and
shall be responsible for providing appropriate written notification. Such notification shall be
provided as soon as reasonably possible but will not exceed twenty four (24) hours after
contractor is aware of the incident/accident.
Any agreement resulting from this RFP shall be governed by and construed according to the
laws of the State of Alabama. The agreement will only be modified or rescinded by an
agreement in writing, signed by both parties and approved by the Executive Director of
Procurement and Payment Services.
This contract can be canceled without penalty if any of the following conditions exist:
(a) Breach of Contract. The Vendor shall be considered in breach of contract if, after (30)
thirty days of written notice of failure to comply with any term of the agreement, said failure
has not been remedied.
(b) In the event that the staff or equipment supplied to provide this contracted service are
found to be inadequate.
(c) Where the contract was obtained by fraud, collusion, conspiracy, or any other
B. Service Level Expectations
i. Delivery Locations
The Supplier must provide delivery and service to locations throughout the entire state of
Delivery shall be free (FOB Destination) to any location.
Supplier, within twenty-four (24) hours after receiving an order, shall notify the Customer of
any potential delivery delays. Evidence of inability to deliver or intentional delays shall be
cause for Contract cancellation and/or Supplier suspension.
ii. Return Policy
Supplier shall provide “hassle free” returns and adjustments.
iii. Customer Support
Supplier shall have a single point of contact for customer support. This individual may
support multiple customers.
Customers shall have access to their corresponding customer service representative during
normal business hours of every business day 7:45 am (CST) to 4:45 pm (CST).
Supplier should also provide a 24x7 toll free customer service line.
Supplier must provide a web link to Procurement & Payment Services upon
the award of the contract. This link will be placed on AU’s intranet and will provide
information to the end-users about this contract.
iv. Business Review Meetings
In order to maintain a successful partnership between the University and the Supplier, AU
requires quarterly Business Review Meetings. The meeting shall include, but not be limited
to the following:
Review of Supplier performance as determined by Service Level Agreement metrics
Review of minimum required reports (Total # of copiers on the program, Total # of
copies b/w and color).
Additional meetings will be scheduled on an “as needed” basis if service or equipment issues
v. Supplier Product Show
Supplier must plan and present a Product show on main campus, no less than one time per
year. Shows are to be coordinated with Procurement and Payment Services and will
showcase the products and services available under this contract. The Supplier may not
present any items at the show that are not covered under the contract.
Each bidder must include a list of three or more major accounts that they currently service that
are comparable to the scope of this proposal including at least one reference from an entity that
has multiple locations which are geographically dispersed and with at least one of these being a
major university. This list must include the name, address, and telephone number of a contact
person for each account. Awarding of this contract is contingent upon satisfactory references.
Bidder must be a factory authorized dealer for any equipment identified in this bid and should
identify the manufacturer of equipment reflected in the proposal. Bidder must supply
documentation of their factory authorized status. If during the course of this contract said MFD
models are not available, MFDs of equal or greater value must be provided at contract price.
Auburn University requires that all equipment bid on and installed have the manufacturing status
as new, meaning never been owned, and should not in any way carry the label remanufactured
or refurbished. No such equipment should be found to be installed under this agreement unless
agreed to in writing by all parties and then only when a replacement MFD is needed. If such a
case is discovered, this agreement shall immediately become null and void and bidder will
assume all costs associated with removal of all equipment installed. In this case the Supplier
would not remove equipment until a new Supplier was identified and the new Supplier’s
machines were ready to be placed.
All equipment provided under this agreement should also be models that have been in
production by the MFD manufacturer within the last 6 months of the date of this proposal or are
currently in production. Bidder will guarantee that all parts will be readily available for any MFDs
listed in this proposal for the entire 24 months plus any additional years. This agreement shall
immediately become null and void and bidder will assume all cost associated with removal of all
equipment installed should there be any problem with parts.
By placing a bid on this contract, Bidder is demonstrating that the company does have the
resources necessary to meet the needs of placing quality digital MFDs at all Auburn University
locations both locally and non-locally.
At the time of bid submission, Bidder will be required to provide written certification (RFP
Attachment D) that they are in compliance with Section 9 of the State of Alabama Immigration
Law (Act 2011-535). The successful bidder will be required to complete the same certification
on-line via the AU Vendor Center before the resultant contract is put into place.
Total maintenance of the equipment (this to include both machine and network printing
capabilities) including provision of parts, labor and supplies (toner, developer, etc., as listed
earlier), is the responsibility of the Supplier. Paper is not included. The contract should include
free shipping of supplies directly to the department ordering the supplies; with no charge for
rush orders. Only manufacturer’s supplies should be used during this contract. No generic or
remanufactured supplies will be accepted. A toll-free or local phone number must be provided to
permit users to order supplies or call for service 24 hours a day. The Supplier shall supply,
install and maintain MFDs on campus that shall provide quality copies, be reliable in operation
and economical in price.
The successful Supplier must be committed to high quality on-call maintenance service with
technician(s) dedicated to the Auburn University/AUM campus, ACES extension offices, and
all other outlying units. The successful Supplier will be responsible for supplying additional
personnel when needed to meet this requirement. Service personnel shall respond in a
professional, business-like and courteous manner. All service personnel responding to calls on
these machines will be factory certified technicians trained specifically to repair the types of
MFDs placed by the Supplier, with technician’s name and proof of said certification presented in
the bid in the form of authenticated certificates. This proof of training also includes network
technicians who need to provide documentation that said technician(s) have the necessary
training to maintain the control devices that will be used by the successful Supplier. This
information and any other information that Suppliers feel is appropriate shall be placed in a
sealed envelope and marked proprietary. The successful bidder will be required to have the
technicians sign a form stating that said technician is certified on each type of machine placed
by the Supplier. If a new technician is added to the service team during the term of the contract,
AU must be notified and the above documents must be submitted to keep the agreement
current. The bidder’s RFP submission shall include details of service and technical facilities, and
on how it will meet these service expectations.
Each response should include the following:
Hours of availability including 24x7support; toll free support number must
Response time for main campus and non-local outlying offices
Single point of contact for customer support
Ability to provide on-site assistance in the form of a service technician or
other personnel and availability of that service
Automatic supply fulfillment and service dispatch
24x7 device monitoring and automatic supply ordering
Emergency response plan
Provide metrics comparing performance with contracted service standards
Provide centralized tracking mechanism that will allow AU to assign codes
for color copies; ability to generate monthly reports for copies by users.
Describe service capability throughout the state of Alabama. If same day
services are not available throughout the state, please list exceptions.
Describe the optimal support model in terms of 24x7 device monitoring, on-
site Technical support, etc. What measurements are tracked to assess
quality and effectiveness of support? Provide an organization chart that
would represent the support structure of the University.
Describe the process for requesting service and supplies including by
telephone, web portal, etc., the proposed shipping method and lead-time
for receiving supplies. How are users notified of confirmation of request?
What methods are available for users to track requests for service or
Provide statistics regarding average service response time during regular
business hours/after hours and weekends.
Describe policies regarding the escalation of support issues.
Provide the following information about the service technician(s) staff
employed your company:
Number of service technicians employed, number in the state of Alabama
Average years of experience of current staff of service technicians
Minimum training, educational requirements, required certifications,
background checks, bonding, etc. for all service technicians.
Procedure for sanitizing hard drives prior to removal
Ratio of service technicians to number of devices deployed/supported.
Ratio in our regional area. Company goal for ratio of technicians to devices
supported in our regional area.
Describe incentives technicians/employees receive to provide superior
Describe your billing procedures
Describe the process for monitoring equipment performance, duty cycle,
and usage. What is the procedure for resolving a device with frequent
problems including replacement guarantee? At what point and degree
should a device be replaced due to continuous maintenance needs? How
long will a existing device be out of service when being replaced? Describe
spare parts inventory maintained by technicians.
No portion of this contract shall be subcontracted without written approval of PPS.
Only employees of the successful bidder will be allowed to service these machines.
The successful Supplier will be responsible for furnishing some type of small, electric, carlike
vehicle to allow technicians full access to Auburn University’s pedestrianized campus. This
vehicle will help expedite response times and allow technicians to transport more parts for the
repair of the MFDs. The Supplier will also be responsible for a parking pass to park their
company vehicle(s) in the University’s parking deck. The current annual fee for a vendor
parking pass is $120.00 which is subject to change. Supplier will be responsible for acquiring a
vendor parking pass for each vehicle brought on campus at Supplier cost.
Supplier will provide up to 10 key support personnel with key operator training on all models of
machines placed under this agreement. The employees will also be trained to check and empty
waste container bottles and load network drivers. The Supplier will also be responsible for end-
user training at each department location. Each response should include the following:
Include an outline and identify the amount of training that is provided. Specify
training required for technical staff and end users. If a train the trainer
approach is user for end user training, please describe.
Provide a list of all documentation materials available to AU. This should
include, but not be limited to the following items: end user documentation and
training materials and any technical documentation required for system
administrations, if applicable. Describe all materials that is made available.
Provide copies of communications/marketing slicks used for other customers
Describe how your firm addresses change management to assist cost savings.
The Supplier shall record training segments to supply to outlying ACES
Initial installation of MFDs should take place within one week of bid award, and be complete
within ninety (90) days. As extra MFDs are installed, each of these machines must appear on
the copier billing the month following installation and appropriate paperwork containing
beginning meter readings and machine type should be delivered to AU upon delivery of the
Should a MFD be non-operational for more than 2 business days AU reserves the right to
request that a loaner MFD with the same features as the equipment currently in place be put in
the department. This loaner does not have to be new, but must have the same capabilities as
the replaced equipment. The backup units are to be moved to the sites, at no charge to AU.
Any service, supplies or parts needed for the backup units are to be included in the cost per
copy price of this contract. Back up unit(s) are to be available at all times. The decision to place
a back up MFD will be at AU’s discretion.
The Supplier shall bear the full and complete responsibility for all risk of damage or loss of
equipment, products, or money resulting from any cause whatsoever and shall not penalize the
University for any loss incurred in association with this agreement.
AU reserves the right to vary the number of machines installed on campus at any time during
the term of this contract. The Supplier will add units or withdraw units as requested. There will
be no penalty to the University resulting from any such request to add or withdraw units, and the
University will be charged for each unit at the agreed upon rate only for the period that any such
unit is actually installed and working on/off campus. The Vendor shall be responsible for any
and all costs associated with the delivery, removal and/or transfer of equipment on to, off
of, or around the Auburn University campus and outlying offices. There will be no
delivery fees associated with the installation or removal of any MFD during the term of
this agreement. Removal of identified MFDs should be within one (1) week of notification. Any
MFD moved or removed will have the hard drive sanitized in such a way as to contain no data
from the previous department.
At the time a unit is installed or removed, the Supplier will provide AU with the beginning and
ending meter of the machines on the day the change takes place, without exception. Failure to
comply with this request may result in termination of this agreement. The University will not be
held responsible for any click charges on the machine in question if documentation of meters is
not supplied to a responsible party AU.
During the term of this agreement, the Supplier agrees to replace any MFD that fails in the
opinion of AU to provide a satisfactory level of quality reproduction and/or reliability of operation.
The Supplier will guarantee that any replacement equipment installed by reason of the
aforementioned factors will possess equal or superior capabilities to the equipment originally
installed and shall be capable of providing the same services as the previous MFD AU will
require the Supplier to produce a service history and the number of copies on the replacement
machine. Each machine of this nature must be approved by AU prior to installation. The moving
and installation of equipment under these conditions will be free of charge to AU and will be in
place no longer than the remainder of the contract term.
All of the machines mentioned in this proposal will be digitally connected. AU requires the
ability to collect the meter readings directly from the MFDs or to have the Vendor perform this
function, via the network using one software package with the software being provided by the
Supplier. This procedure should be performed once a month, by polling all MFDs
simultaneously and extracting the required data all at one time with the collected data being
exported to a spreadsheet program such as MicroSoft Excel or MicroSoft Access. For all
centralized machines (CopyCat & ACES), there will need to be an electronic copy of the meter
readings sent in anExcel spreadsheet once a month. One itemized invoice showing the meter
readings from the previous month along with the current month’s reading and the total copies
used will be received monthly from the Supplier to AU centralized departments (CopyCat &
ACES) for all click charges on all MFDs. Individual bills will be needed by campus departments
that are working directly with the Supplier, and are using decentralized billing. The Supplier
should use only meter readings acquired by the software. AU will contact the Supplier
concerning any discrepancies between AU’s record and the Supplier’s bill. If a discrepancy
occurs, a new bill reflecting the corrections asked for by AU must be received within one week
of said notification. Corrected bills may be electronically submitted to AU in order to meet this
The following are the different levels/types of machines that are currently in use at AU and its
affiliates. The intent is to provide similar levels/types of machines with this contract. Each
Supplier should bid at least one option per level.
Levels of B/W MFDS
Level 1 – 0 to 2,000 average monthly volume with a copy speed of 20 cpm (+/- 15%)
Level 2 – 2001 to 8,000 average monthly volume with a copy speed of 21-30 cpm (+/- 15%)
Level 3 – 8,001 to 15,000 average monthly volume with a copy speed of 31-45 cpm (+/- 15%)
Level 4 – 15,000-50,000 average monthly volume with a copy speed of 46-55 cpm (+/- 15%)
Level 5 – 50,000+ averaged monthly volume with a copy speed of 56-70 cpm (+/- 15%)
Levels of Color MFDS
Level 1 – 0 to 2,000 average monthly volume with a copy speed of 20-25 cpm (+/- 15%)
Level 2 – 2001 to 8,000 average monthly volume with a copy speed of 30-45 cpm (+/- 15%)
Level 3 – 8,001 to 15,000 average monthly volume with a copy speed of 31-45 cpm (+/- 15%)
Level 4 – 15,000-50,000 average monthly volume with a copy speed of 46-55 cpm (+/- 15%)
Level 5 – 50,000+ averaged monthly volume with a copy speed of 56-70 cpm (+/- 15%)
MINIMUM REQUIREMENTS OF ALL MFD UNITS:
• Produce 8 ½ x 11, 8 ½ x 14 and 11 x 17 from the same size originals with these paper
sizes on line at all times, except at Level 1B/W where 11 x 17 may be handled through
the bypass tray
• Print at least 600 x 600 dpi from electronic or hardcopy original
• Auto Image Rotation or Automatic image orientation at all levels except Level
* Electronic sorting
• Reduce/Enlarge at 50- 200% for Level 1 B/W units; 25%-400% for all other level units
• Must be capable of scanning either to a computer (file), thumb drive or email. Must also
have the capability to function as a FAX machine.
* Minimum scanning speed: 50 IPM for B/W units; 25 IPM for Color units
• All level 1 MFDs must have a minimum of 64 MB of ram and are not required to have
a hard drive.
• All level 2 MFDs must have a minimum of a 512 MB of RAM and a 20 GB hard drive.
Costs incurred for any memory upgrades are the end user’s responsibility.
• Automatic document feeders that have a minimum capacity of 50 sheets, except Level 1 B/W
only to require 30 sheet capacity.
• Unlimited single pass duplexing for all size originals 8 1/2 x 11 to 11 x 17; 1:2 and 2:2-capacity
• Internal copy control feature that provides a method to assign an access code to all walk
up and networked print jobs.
• Stapler-minimum of 50 sheets-3HP desired
• For those units where energy surge protectors are not built in, appropriate level external surge
protectors to be provided by Supplier at no cost to AU.
• One operator manual per unit.
• Book copy feature that produces single and 2 sided copies from book original.
• Network Protocol – TCP/IP; IPX/SPX; and AppleTalk
• Interface capability – Minimum of Windows XP and Windows 7; SAP; Mac OS 8.x, 9.x, 10.7
• Paper Size – Up to 11” x 17” using paper up to 67 lb card stock from installed paper trays and
65 lb card stock from bypass trays
• High capacity automatic feeder tray with minimum capacity of 50 sheets of 8 ½ x 11 sub 20
• Include and maintain current versions of PCL and Adobe Postscript
• Scanning Speed – 50 IPM Black and 25 IPM Color-minimum
• Interface – 10Base-T/100Base-TX
• Produce TIFF and/or PDF images
• Units must meet all security requirements as detailed in “Security” section of RFP.
• Scan originals at no less than 80% of rated prints per minute of the unit
• Utilizes scans once- print many except on Level 1 B/W units
Some machines may require additional professional feature finishers, such as brochure maker
and saddle stitch booklet maker. Please note any additional charges for these options.
Security Standards for Multifunctional Devices at Auburn University.
• The firmware in use on any MFD or digital copying device must not be more than two
• If remote administration (via http/https/telnet/ftp) is not utilized to manage device,it may be
• Remote administration and support must utilize secure protocols (https and SSL) over port
• Any unused ports/services must be disabled.
• FTP and Telnet services must be disabled.
• Non-IP based protocols (AppleTalk and IPX/SPX) should be disabled.
• Device passwords/pins/passphrases must be changed from the factory default to be secure
and not easily guessable. Under no circumstances should any password/pin/passphrase be
• If SNMP is not used to manage the device, disable it.
• The SNMP community string must be changed from the factory default to a secure, not
easily guessable, password.
• Only SNMP version 3 or higher is to be utilized. All other versions must be disabled.
• Incoming SMTP traffic must be disabled by default.
• All SMTP traffic must use Auburn University mail relays.
• A PIN, password, or passphrase should be used to protect the configuration menu on the
• Automatic overwrite of data, or appropriate compensation control, must be included with
• If data is to be stored, it must not be able to be read by any other device, or it must be
• For all new MFD or digital printing devices utilized after 2010, a hard-drive data erase kit
(or similar ability) must be included.
• All MFD should maintain current patch levels for security standards for the operating
system used. Installation antivirus software is suggested.
• For any MFD or digital copying device that will be permanently removed from the Auburn
University network, all data must be removed from device storage areas, or appropriate
compensating control, before being removed from the University.
Installation of MFDs
During the transition period, MFDs currently in place will remain there until they can be replaced
by the new Supplier. Departments cannot be without a MFD during this phase. The current
Supplier will be reimbursed for any copies made during this time at the old contract rate until all
machines have been exchanged. AU will work with the new Supplier to accomplish this as
quickly as possible. If a new Supplier is accepted, the departments on this program will be
identified and the new Supplier will have 90 days to complete the placement of MFDs in these
locations with the initial placement beginning within one week of bid award.
All MFDs must be installed on the University network and accessible from client’s PC’s as a
print device before AU will deem the installation a success. All MFDs will have the necessary
TCP/IP 10/100/1000 network interface cards and software to be network ready and to perform
all previously described functions. The Supplier will provide all necessary client software and
drivers at no additional cost other than the predetermined cost per copy. During the course of
the contract, Supplier will also provide any engineering changes or product improvements at no
cost to the general trade that improves the performance of the equipment. Supplier will also be
responsible for providing the most recent versions of all operating firmware, software, print
drivers, spoolers and print languages. If there is a Windows upgrade, Supplier will have drivers
that are compatible with the new version or replace the MFD with one that will work with the
Windows upgrade within thirty (30) days; unless mutually agreed upon by both parties. Supplier
will work with AU OIT department to ensure that such upgrades are compatible with all AU’s
AU’s OIT Department will provide all the necessary IP addresses and network connections.
Section V. Evaluation Criteria
The objective of this process is to identify the Best Value suppliers that can serve the University well and
provide attractive pricing. The University shall determine the award after evaluating each response on
the following points. For the basis of award, each of the points will be considered in the listed order:
1) Pricing – 65%
2) Other Financial Considerations – 10%
One time incentives
3) Customer Service (with supporting documentation) – 20%
Online Ordering System
4) Sustainability Measures – 5%
Section VI. AU General Terms and Conditions
1.0 – General Terms and Conditions 1.4 – Any deviation from these general terms and
1.1 – These terms and conditions are hereby conditions or exceptions taken shall be described fully
incorporated into this quote/bid and apply in like force to and appended to the bid form on the bidder’s letterhead
any subsequent contract order resulting from this bid and over the signature of the person authorized to sign
quote/bid. Some conditions listed herein may not apply the bid form. Such appendages shall be considered part
due to the nature of the product or service, or the of the bidder’s bid form. In the absence of any statement
manner in which it is procured. of deviation or exception, the bid shall be accepted as
being in strict compliance with all terms and conditions.
1.2 – Whenever and wherever items of materials or
equipment have been identified by describing a 1.5 – There are no Federal or State laws that prohibit
proprietary product, the identification is intended to be vendors from submitting bids/quotes lower than a price
descriptive, but not restrictive, and is used to indicate or bid given to the U. S. Government.
the quality and characteristics of products that will be
satisfactory to the University. Bids offering equal or 1.6 – The successful bidder may be required to furnish a
alternate materials and equipment will be considered for monthly or quarterly summary of purchases made under
award provided such items are clearly identified in the the provision of the contract. The format and frequency
bids, and are determined by Auburn University to be of of the report will be determined by the University.
equal value in all material respects to the proprietary
items specified. 1.7 – Auburn University reserves the right to require a
performance bond from the successful bidder at the
Unless the firm submitting the bid has clearly indicated discretion of the University’s Procurement Professional.
in its bid that it is offering an “equal,” or “alternate” items Unless specifically to the contrary in the bid documents,
the bid shall be considered as offering the items as the cost of the bond shall be paid for entirely by the
specified in the invitation for bids/ quotations. successful bidder.
If the firm submitting the bid plans to furnish an equal or When required, the proper and timely submission of any
alternate items , the brand name and identifying performance and payment bonds is a material condition
numbers and/or letters are to be inserted in the spaces for award/performance of this order. Vendor is not
provided or shall be otherwise clearly identified in the authorized to proceed with work and/ or deliveries
bid. The evaluation of the bids and the determination as unless all required bonds have been obtained, are
to quality of the product offered shall be the acceptable to and received by the University.
responsibility of Auburn University. The bid award shall
be based on the information furnished by the bidder or 1.8 – Failure of the successful bidder to adhere to
identified in the bid, as well as information reasonably delivery schedules as specified or to promptly replace
available to the Procurement Services. rejected materials shall render the successful bidder
liable for the difference between the “open market” and
1.3 – The University will consider acceptable substitutes the quoted price where emergency purchases become
that meet, or exceed the quality of materials and necessary.
workmanship of the items specified in the bid/quotation.
Substitutions shall be of the same general design, size 1.9 - Any and all items received under a resulting
and style. contract will be subject to inspection and testing to
determine the quality and to ascertain that they meet
All proposed substitutes submitted must be specifications.
accompanied by illustrations showing the design and
style. Each illustration is to have on it, or attached to it, 1.10 – Samples, when required, must be furnished free
the item number of the specified piece to which it is an of expense after the opening of the bid and if not
alternate. Sizes shall also be included. destroyed, will upon request, be returned at the bidder’s
expense. Request for the return of samples must be
All substitutes shall be listed in the spaces provided. made within ten days following the opening of
Should additional space be required, the bidder shall bids/quotations, unless otherwise stated. Each
use separate sheet of paper to list alternates. Any individual sample must be labeled with the bidder’s
additional list should be prepared in like form to the bid name and item number.
1.11 – Deliveries shall be F.O.B. Auburn University
Auburn University will consider all proposed; however, it (destination). Delivery by the successful bidder to the
is not bound to any which, in the University’s opinion, is common carrier will not constitute delivery to the
not in the University’s best interest. University.
1.12 - Successful bidder must agree to replace, free of 1.19 – The successful bidder must provide service
charge, all defective items delivered under contract. All manuals with full documentation and schematics when
transportation charges covering return and replacement applicable and appropriate.
of items is to be done by the successful bidder.
1.20 – The apparent silence of this specification and any
1.13 - Payment for any item delivered may be withheld supplemental specifications as to any details, or the
until all items and conditions have been complied with in omission from it of a detailed description concerning any
full. point shall be regarded as meaning that the best
commercial practices are to prevail, and that only
1.14 - It is agreed and understood that the bidders may materials of first quality and correct type, size, and
attend the bid opening and may inspect the bid design are to be used. All workmanship is to be first
tabulation. However, no information will be given out as quality. All interpretations of this specification shall be
to opinion concerning the ultimate outcome while made on the basis of this statement.
consideration of the award is in progress. Information
regarding disposition will be available after an award is 1.21 – Should it become necessary in order to evaluate
made and upon request. a bidder’s qualifications, the University may require the
bidder to furnish information as indicated below:
1.15 – The successful bidder shall maintain, or have 1. Financial resources
available for his own use, an inventory sufficient to 2. Personnel resources
make delivery within the time specified in this 3. Executive or key person resumes
bid/quotation, provided that no default shall occur to 4. Evidence of ability to meet delivery schedule
deliver in less than the number of days stated in this 5. Ability to meet specification quality requirements
bid/quotation from the date of receipt of notice to 6. Availability of production capacity
1.22 – In the event that the successful bidder fails to
1.16 – Auburn University is not necessarily bound to make delivery of acceptable goods on or before the
accept the lowest bid if that bid is contrary to the best agreed delivery date and the University expends
interest of the University. In making an award, intangible unreasonable time, effort, telephone calls and
factors such as the service capability, integrity, facilities, correspondence, the University will bill the supplier at a
equipment, reputation and past performance of the firm reasonable cost for such and deduct it from the
submitting the bid may be weighed. When other factors applicable invoice.
are clearly stated in the bid document, they will also be
used in determining an award. 1.23 – Any Purchase Order/contract resulting from this
bid/quotation can be cancelled without penalty if any of
In the case of a tie for low cost, the Procurement Official the following conditions exist:
may use the following: If one of the bidders has an a. Breach of contract
existing contract and performance on an existing b. The vendor fails to furnish a satisfactory
contract is satisfactory, this bidder gets the award. performance bond within the time specified when
such a bond is required.
Conversely, if performance on an existing contract is c. Failure of the vendor to make delivery within the
documented as not satisfactory, award goes to the other time specified.
tie bidder. If one tie bidder is local, preference may be d. In the event material, supplies or equipment
given to that bidder. furnished does not meet specifications.
e. Where the contract was obtained by fraud,
1.17 – All additional charges such as shipping, collusion, conspiracy or any other unlawful means.
installation, insurance or other cost must be fully
itemized with the bid/quote. Charges not specified at the The Purchase Order/contract may also be cancelled by
time of the bid/quote will not be honored. convenience by any party. The effective date of
cancellation shall be thirty days of written notice of intent
1.18 – It is mutually agreed by and between Auburn by one of the parties. The vendor will, however, will be
University and the bidder that the University’s required to honor all orders that were prepared and
acceptance of the bidder’s offer by the issuance of a dated prior to the date of cancellation, if required to do
Purchase Order shall create a contract between the two so by the University.
parties. Any exceptions taken by the bidder, which are
not included in the Purchase Order, will not be a part of 1.24 – The University reserves the right to award as
the contract. Therefore, in the event of a conflict many term contracts for the supply of any class or type
between the terms and conditions of this bid/quote and of commodity as may be to the best interest of the
information submitted by a bidder, the terms and University.
conditions of this bid/quotation and resulting Purchase
Order will govern. 1.25 – This section will apply when items in the
bid/quotation are requested to be on a “furnish and
install” basis. The successful bidder will have the
complete responsibility for the items or system until it is conform to and comply with such applicable standards
in place and working. Any special installation and regulations. All applicable contracts will comply with
preparation and requirement will be submitted to the the Davis-Bacon Act.
University after the receipt of a purchase order. All
transportation and cooperation arrangements will be 1.30 – ADVERTISING. No advertising or publicity matter
responsibility of the successful bidder. The delivery of having or containing any reference to Auburn University
equipment will be coordinated so that items will be or any of its faculty/staff shall be made by successful
delivered directly to the installation site. This will bidder or any one in successful bidder’s behalf unless
minimize the risk of damage and avoid double handling successful bidder has written consent of the University.
by University personnel.
No public release of information, news release,
1.26 – Any alleged oral agreement made by a bidder or announcement, denial or confirmation of this order or
contractor, with any university department or employee the subject matter hereof, shall be made without the
will be disregarded. University’s prior written approval.
1.27 – Prompt payment discounts (“cash discounts”) will 1.31 - LAW. The laws of the State of Alabama shall
not be considered in determining the lowest bidder. govern any order, and the venue of any action brought
hereunder may be laid in or transferred to the County of
1.28 – Successful bidder may be required to furnish Lee, State of Alabama.
policies or certificates of insurance, with Auburn
University, its Board of Trustees, Faculty, Staff, and 1.32 – PAYMENT TERMS. Unless otherwise specified
agents named as additional insured, as follows: in the purchase Order/contract terms of payment are
“Net 30 days.”
1. a. Workman’s Compensation – Statutory
b. Employer’s Liability - $1,000,000.00 1.33 – INSOLVENCY. If vendor ceases to conduct
normal business operations (including inability to meet
2. Comprehensive General Liability its obligations), of if any proceedings under bankruptcy
or insolvency laws is brought by or against vendor, or a
a. General Aggregate - $1,000,000.00 receiver for vendor is appointed or applied for, or vendor
b. Products-Complete - $1,000,000.00 makes an assignment for the benefit or creditors, the
Operations Aggregate University may terminate this order, without liability,
c. Personal & Advertising - $1,000,000.00 except for deliveries previously made and for supplies
injury completed and subsequently in accordance with the
d. Each occurrence or single limits of - terms or the order. In the event of the vendor’s
$1,000,000.00 insolvency, the University shall have the right to procure
the balance of this order from others without liability.
3. Automobile Liability
1.34 - CANCELLATION FOR LACK OF FUNDING. This
a. Bodily injury - $1,000,000.00 Each Person purchase order/contract may be cancelled without
$1,000,000.00 Each Occurrence further obligation on the part of Auburn University in the
b. Property damage or combined single event that sufficient, appropriated funding is unavailable
$1,000,000.00 each occurrence limit of to assure full performance of its terms. The Vendor shall
$1,000,000 be notified in writing of such non-appropriation at the
Due to the nature of some projects, Auburn University
reserves the right to require additional limits of liability 1.35 - Contractor certifies that neither it, nor any of its
coverage. employees who will provide or perform services under
this contract, have been debarred, suspended, or
1.29 - Successful bidder agrees to comply with the declared ineligible as defined in the Federal Acquisition
conditions of all applicable Federal Non-Discrimination Regulation (FAR 48 C.F.R Ch 1 Subpart 9.4).
and Equal Opportunity laws, the Federal Occupational Contractor will immediately notify the University if the
Safety and Health Act of 1970 (OSHA), the Washington Contractor or any of its employees who will provide or
Industrial Safety Act of 1973 (WISHA), as amended, perform services under this contract is placed on the
and the standards and regulations issued there under, Consolidated List of Debarred, Suspended, and
and certifies that all items furnished and purchased will Ineligible Contractors.
Attachment A. RFP Contract Form
This agreement is entered into this _______ day of ________, 2011, by and between Auburn University,
party of the first part (hereinafter called the “University”) and _____________________, party of the
second part (hereinafter called the “Supplier”).
WITNESSETH that the contract, in consideration of premises of the mutual covenants, considerations,
and agreements herein contained, agree as follows:
STATEMENT OF SERVICES TO BE PERFORMED:
The supplier shall furnish all labor, materials, supplies and equipment required to furnish and deliver a
campus wide MFD Copier program in strict and entire conformity with the request for proposal B0006582,
dated December 13th, 2011 requiring response by 11:00a.m. CST.
INCORPORATION OF TERMS OF REQUEST FOR PROPOSAL:
All the requirements, terms and conditions of Request for Proposal and the consistent requirements,
terms and conditions of the proposal from ______________________ in response to the request for
proposal are hereby incorporated into and made a part of this agreement as fully and to the same effect
as if the same had been set forth at length in the body of this agreement. If any requirements, terms and
conditions of proposal are inconsistent with other terms of the contract, those inconsistent terms in
proposal will be of no force or effect.
TERM OF CONTRACT:
The length of time for this agreement will cover a period of two (2) years, beginning at date of award and
may be renewed for three (3) additional one year periods upon mutual agreement of both parties.
Either party may terminate this agreement effective sixty (60) days after providing written notice to the
other party that such party has breached any material provisions of this agreement if such other party fails
to cure said breach within the thirty (30) day notice period. Such notice shall set forth the basis of the
The contract may also be cancelled by convenience by either party. The effective date of cancellation
shall be sixty (60) days after written notice of intent by one of the parties. The supplier will, however, be
required to honor all orders placed prior to the date of cancellation if required to do so by the University.
The Supplier and the University for themselves, their successors, executors, administrators, and assigns,
hereby agree to the full performance of the covenants herein contained.
Contractor shall indemnify, defend, and hold harmless the University, its officers, agents, and employees
from any claims, damages, and actions of any kind or nature arising from or caused by the use of any
materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not
attribute to the sole negligence of the University.
IN WITNESS THEREOF, the parties hereto on the day and year first above written have executed this
agreement in four counterparts each of which shall have without proof or accounting for the other
counterparts, be deemed an original thereof.
Shawn Corrigan Asmuth
Name / Title: Executive Director Name / Title:
Procurement and Payment Services
Attachment B. Calendar of Events
RFP Bid Issued November 21st 2011
Pre-Bid Meeting December 1st 2011
RFP Bid Opening December 13th 2011
All inquiries regarding this proposal and its contents should be directed to:
Burnette Tolbert, A.P.P.
Attachment C. Vendor Disclosure Statement
See attachment for details.
Attachment D. Immigration Law Certification Form
See attachment for details.
Attachement E. Pricing Matrix
See attachment for details.