Brandeis University Request for

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					                               Request for Proposal
Brandeis University is requesting proposals for vending copier and printer equipment and
service for its computer labs and libraries. Proposals will be due by 4:00 PM,
Wednesday, July 16, 2003. All proposals must be properly formatted and placed in a
sealed envelope with the outside of the envelope clearly marked “Vending Copier and
Printer Proposal”. Six (6) copies shall be mailed or delivered to:

Mary Dukakis
Director of Procurement Services
Brandeis University
415 South St. MS 048
Waltham, MA 02454
                                      Section I
                                 General Information


It is the purpose of this Request For Proposals (RFP) to solicit proposals from the
authorized suppliers of copiers and printers/print stations that can be vended in order to
sell prints to students, faculty, and staff wishing to make copies of documents from the
libraries, or computer labs on campus. Brandeis University, known herein as the
University, is accepting proposals for a multi-year contract to meet the equipment,
supplies, and service needs of the University.


The intent of the University is to enter into a 3-year contract. The contract may be
renewed upon mutual consent of both parties for an additional year beyond the initial 3-
year contract term. Installation of equipment must occur between August 1-15, 2003.


The University is soliciting proposals to furnish all equipment, supplies, and service
required to provide and maintain vending photocopier and printer services, throughout

The service provider shall be responsible for all costs associated with any contract
resulting from this RFP. The service provider shall be fully responsible for the total
copier and printer service including service, repair, maintenance, and parts.

It is required by the University that the successful service provider provide all new
energy efficient, print devices that meet the specifications stated later in this RFP.


It is not the intention of these specifications to rule out or eliminate any prospective
bidder. If the materials or services you intend to bid do not comply with the specifications
as they are written, you are instructed to attach to your bid proposal a complete
itemization and explanation for each deviation or variation to the specifications. The
University will, at its discretion, consider or deny any deviation and award the contract
based on the service that best meets the University’s needs. The bidder shall not
purposely bid service of a lesser quality then specified.


Procurement Services of Brandeis University is the issuing office for this document and
all subsequent addenda relating to it. Procurement Services is the sole point of contact
with regard to all procurement and contractual matters relating to requirements described
herein. Procurement Services is the only office authorized to change, modify, clarify,
etc., the specifications, terms and conditions of this request for proposals and any
contract(s) awarded as a result of this request for proposals.

       All communications concerning this RFP should be in writing and addressed to:

               Brandeis University
               Mary Dukakis
               Procurement Services MS 048
               415 South Street
               Waltham, MA 02454

               Phone (781) 736-4409
               Fax   (781) 736-4503


Questions arising subsequent to the issuance of this Request For Proposals which could
have a significant impact on the responses to the RFP, should be submitted in writing to
Procurement Services by no later than July 10, 2003.

In the event that it becomes necessary to revise this RFP, in whole or in part, an
addendum will be provided to all vendors on record of having received the original RFP.
                                    Section II
                               Current Environment

Approximately 1,006,800 prints are made on the printers and copiers combined each year
via both student and faculty use. A break down of volumes is provided in attachment 1.
Brandeis University has a total of 23 copiers on campus with the following breakdown:

       Vended Copiers (17)
             Thirteen accept coins/cards/bills
             Five accept only cards

       Administrative Copiers (6)
             One is equipped with RADF and Duplexor
             Two are equipped with RADF, Duplexor, and Sorter
             Three are straight copy machines

There are also 6 card readers attached to 6 microfilm reader printers. For the laser printer
management system there are nine print release stations set up within the campus, each
equipped with a card reader. Five printers are supplied by the existing vendor and four
have been supplied by Brandeis University, including one color printer. One print release
station supports two printers, a black and white printer and a color printer.

There are also four copy card dispensers on campus, each of which dispenses cards and
allows value to be added to the cards. Faculty and Staff cards can be purchased through
Procurement Services. Procurement Services buys the cards and then adds value through
a card station located in their office.


Service is provided on all equipment including copiers, printers, card readers, card
vending equipment and coin changers, and print management software. All service calls
are responded to within three (3) business hours, seven days per week. Service includes
loading paper and toner into photocopiers and printers throughout the day, removing
paper jams from photocopiers throughout the day, and ordering, overseeing and
delivering all necessary paper, toner and other supplies. Change is also supplied to the
change machines and cards to the card dispensers as frequently as needed to provide
uninterrupted service for library patrons. The current vendor provides a minimum of
$100 advance funds and replenishment of funds for the purpose of refunds to users of the
                                    Section III
                                Proposal Instructions

The information provided herein is intended to assist vendors in the preparation of
proposals necessary to properly respond to this request for proposals. The RFP is
designed to provide interested suppliers with sufficient basic information to submit
proposals meeting minimum requirements, but is not intended to limit a proposal's
content or to exclude any relevant or essential data there from. Suppliers are at liberty
and are encouraged to expand upon the specification to demonstrate service capability
under any proposal.


Six (6) copies of each proposal must be received in Procurement Services no later than:

       4:00 PM
       Wednesday, July 16, 2003

By submitting a proposal, the vendor represents that:

       1.      Vendor has read and understands the request for proposals and submits the
               proposal in accordance therewith.
       2.      The vendor possesses the capabilities, hardware, and personnel necessary
               to provide and efficient and successful installation of all copiers and
               ensure continued maintenance.


At any time prior to the hour and date set for submitting proposals, a proposer may
withdraw the proposal. This will not preclude the submission of another proposal prior to
the hour and date set for submitting the proposal.

After the scheduled time and date for submitting proposals, no proposer will be permitted
to withdraw the proposal unless the award is delayed for a period exceeding 60 days.


The proposal opening is closed to the public. Vendors are responsible to assure their
proposal is delivered to Procurement Services by the scheduled date and time. Only
those proposals which are received in a timely fashion as set forth in this RFP will
receive consideration. Late proposals will be dated, marked as received late, and placed
unopened in the RFP file.

During the initial phase of the evaluation process Procurement Services will evaluate and
summarize the proposals. The summaries that appear to be beneficial to the University
will go to an evaluation committee for review. First, non-responsive proposals (those not
conforming to RFP requirements) will be eliminated.

Second, the remaining proposals will be evaluated in a cursory manner to eliminate from
further consideration those proposals which in the judgment of the committee fail to offer
sufficient and substantive provisions to warrant further consideration.

The award will be made to the most responsive and responsible bidder offering the best
value and most economical bid as defined by the University. All bidders, in submitting
bids, concur with this method of award and will not, under any circumstances or in any
manner, dispute any award made using this method. In general, the following criteria will
be used:

       1. The quality and performance of the service and equipment to be provided by
          the vendor as determined by Brandeis University
       2. Availability of prompt service as evidenced by promised response times,
          number of authorized technicians available to service account, access to
          inventory of replacement parts, etc.
       3. Reputation of the supplier as evidenced by Brandeis and outside referrals.
       4. Relevant vendor experience in similar enterprises. Experience in
          Massachusetts and higher education will be considered an asset.
       5. Knowledge and understanding of Brandeis’ requirements as evidenced by:
              a. The vendor’s approach to the proposal.
              b. Development of a thorough, effective plan to implement the proposed
       6. Vendors commitment to quality products and services as evidenced by the
          vendor’s formal programs to monitor and improve products, services and
          customer satisfaction as evidenced in the vendor’s proposal.
       7. Invoicing options and reporting information offered.


At the conclusion of this initial evaluation phase, it is anticipated that two proposals will
be selected for detailed review and evaluation. As part of this detailed review of
proposals, the selected vendors may be required to make oral presentations of their
proposals to the University. The University will request that the account representative
conduct the majority of the presentation.

The oral presentations provide an opportunity for the vendors to clarify the proposals
through mutual understanding. Additionally, selected vendors may also be required to
provide demonstrations of each machine and its features.
The University may award the contract, or determine finalist vendors without benefit of
an oral presentation or copier demonstration.


The University reserves the right to reject any or all proposals received, or waive any
informalities or irregularities therein, and/or request new proposals if the University
Procurement Services determines it is in the best interest of the University.
                                      Section IV
                                   Proposal Format

Technical Proposal:

Proposal should be prepared in a clear and precise manner. It must include a point-by-
point response to the RFP, where required. Failure to respond to all points may be
grounds for rejection. Likewise, failure to supply any information requested to
accompany proposals may cause rejection of the proposal as non-compliant. The
University reserves the right to request additional information if clarification is needed.
Unless the service provider's proposal expressly states otherwise, the service provider
agrees to comply with every section, subsection and addendum, if any, of this RFP.

Minor irregularities in proposals that are immaterial or inconsequential in nature may be
cured or waived whenever it is determined to be in the best interest of the University.

The technical proposal must contain the following:

1. Letter of Transmittal: Prepared on the service provider's business stationary, it should
   accompany the proposal. The purpose of this letter is to transmit the proposal;
   therefore, it should be brief. The letter must be signed by an individual who is
   authorized to bind the firm to all statements, including services and prices, contained
   in the proposal.

2. Management Summary: This summary should contain a brief synopsis of how the
   service provider's proposal meets the needs of the University and how the project
   team will interact with the University.

3. Description of Services: Service providers are advised to supply all information as
   requested. Any other information that may be relevant but does not fall in the above
   format should be provided as an appendix to this volume. If company literature or
   other publications are included and intended to respond to an RFP requirement, the
   response in this volume should include references to the documents name and page.

4. Terms and Conditions

       A specific, point by point acknowledgment and acceptance of, or exception to,
       each and all terms and conditions specified in section V of this RFP.

5. Requirements/Response Form

       This section should constitute the major portion of the proposal and must contain
       at least the following information:
a.   A general, but complete narrative overview of the vendor's
     assessment of the work to be performed, the ability to meet those
     aims, and the resources necessary to meet the requirements of this
     RFP. This overview should clearly demonstrate the vendor's
     understanding of the desired overall performance expectations and
     the vendor’s approach to satisfy the University’s requirements.

b.   A specific response to each requirement as specified in Section VI
     of this RFP.
                                    Section V
                               Terms and Conditions

In addition to the terms and conditions specified herein, the terms and conditions of the
Brandeis University purchase order (attachment 2) shall apply to any contract resulting
from this RFP. Where a term or condition contained in this RFP differs from a term or
condition set forth in the purchase order, the term or condition of the RFP shall preside.


No additional terms and conditions included with the proposal response shall be
evaluated or considered and all such additional terms and conditions shall have no force
and effect and are inapplicable to this proposal. If submitted either purposely through
design or inadvertently appearing separately in transmittal letters, specifications,
literature, price lists or warranties, it is understood and agreed the general and special
conditions in this proposal solicitation, including the purchase order terms and conditions
referenced herein, are the only conditions applicable to this proposal.


Quoted pricing shall remain firm for the entire term of the contract.


Invoice payment terms will be 2% 10, net 30 days from date of invoice. In the event
there is a discrepancy between the order and the invoice, payment terms shall be effective
starting on the date the discrepancy is resolved. Also, please provide information
regarding where your company is at with accepting payment via a credit card.


All equipment furnished under this contract shall be required to operate satisfactorily and
produce acceptable copy quality at a 95% effectiveness level during any month within the
3 year performance period.

Equipment which develops a trend of requiring excessive number of service calls shall be
reported to Procurement Services for review of compliance with this provision. The
University may request a service report on any and all equipment the University
determines is experiencing excessive down time. If the University determines the
equipment fails to meet the up time requirements, the vendor shall replace the equipment
with a new machine within 5 working days after notification by Procurement Services.
Such replacement of equipment shall be without additional cost to the University.

The vendor will use its best effort to provide satisfactory and uninterrupted service as
described in the RFP. The vendor will not be responsible or in default for any failure of
service arising from an act of God, civil riot, war, restrictions imposed by governmental
authorities, or other causes determined by the University to be beyond the vendor’s


The University reserves the right to cancel the contract at any time the vendor’s
performance is, in the opinion of the University, deemed unsatisfactory. In such event,
however, the University shall give written notice of the unsatisfactory performance and
expected remedies for same. The vendor shall be given at least thirty (30) days
termination notice if conditions do not meet the University’s approval.

The University shall be obligated only for those services rendered and accepted prior to
the date of Notice of Termination, less any liquidated damages that may be assessed for


The contract may be extended, at prices mutually agreeable to both parties. The terms
and conditions of the contract shall remain the same. The contract may be renewed once
for up to 12 months for a total contract period not to exceed 4 years, including the base
contract and all extensions.

The vendor shall provide a 120 day advance written notice of the vendor’s intent not to
renew the contract, or of any changes to pricing required by the vendor as a condition of
contract extension.


All workers performing services shall be employees of Contractor and shall not under
any circumstances be considered employees of Brandeis. Contractor shall provide and be
responsible for all required services and benefits with respect to its employees, including
but not limited to worker's compensation and unemployment insurance.


In order to maintain campus security, Contractor agrees that it shall not assign any
employee to perform services at Brandeis without first:

       (i)     making inquiry of each employee as to his or her Criminal Record (with
               the exceptions referenced below), and
       (ii)    requesting, receiving and reviewing a CORI report as to information
               available to the general public regarding each such employee as provided
               under M.G.L. c. 6, sec. 172.

No employee with a Criminal Record or lacking a clear CORI report shall be assigned to
work at Brandeis without the prior express written permission of a duly authorized
signatory of the University.

For purposes of this section, "Criminal Record" shall not include (i) any arrest or
detention not resulting in a criminal conviction; (ii) a first conviction for misdemeanor
drunkenness, simple assault, speeding, minor traffic violations, affray or disturbance of
the peace; or (iii) any misdemeanor conviction more than five (5) years after the
conviction or the employee's release from detention, whichever is later, unless the
employee has been convicted of any other offense within five (5) years of the date of


Contractor agrees to indemnify, defend and hold harmless Brandeis, its Trustees, officers,
agents, employees, and contractors from any liability, cost or expense in connection with
or growing out of any claims whatsoever by Brandeis for loss or damage to Brandeis or
by any other person for injury, death, loss or damage to any person or to the property of
any person arising from or in any way related to the activities of Contractor. This
indemnity and hold harmless agreement shall include indemnity against all costs,
expenses, judgments, arbitrations, settlements, penalties, and liabilities (including without
limitation attorney's fees) incurred in connection with any claim or proceedings brought
thereon and the defense thereof, without limitation.


Contractor agrees to obtain and maintain in full force and effect a policy or policies of
public liability and property damage insurance, in form and substance satisfactory to
Brandeis, under which Contractor and Brandeis are named as insured, and under which
the insurer agrees to indemnify and hold Brandeis harmless from and against all costs,
expenses and/or liability arising out of or based upon any and all claims, accidents,
injuries and damage included within the indemnification obligations of Contractor set
forth in the above paragraph and in this Agreement. The "other insurance" clause shall be
deleted from such policy so as to make it clear that the coverage of such policy is primary
and any coverage under any policy or policies held by Brandeis is secondary. Such policy
shall be endorsed to provide a separate general aggregate limit for the work performed
under this contract, and will, by its terms, specifically cover the entire term of this
contract. Each such policy shall be noncancelable with respect to Brandeis without thirty
(30) days written notice to Brandeis, and a duplicate original or certificate thereof shall
be delivered to Brandeis by no later than 15 days from execution of contract. Brandeis
reserves the right to refuse performance under this contract if such certificate is not
provided as specified above. If any policy is canceled, Contractor must obtain and
provide Brandeis with evidence of a replacement policy on equivalent terms as a
condition to Contractor's right hereunder to continue performance of the contract. The
minimum limits of liability of such insurance shall be $2,000,000 bodily injury, personal
injury and property liability combined single limit. Contractor shall also obtain and
provide Brandeis with evidence of motor vehicle insurance with $1,000,000 bodily injury
and property damage liability coverage and worker's compensation insurance covering
the work of Contractor hereunder or otherwise undertaken by Contractor in connection
with the contract. Contractor shall be responsible for obtaining evidence of motor vehicle
insurance with $1,000,000 bodily injury and property damage liability coverage with
respect to each agent and subcontractor employed in connection with the contract.
Brandeis shall have no responsibility or liability for any loss (by theft or otherwise) of or
damage to fixtures or other property of Contractor, its agents, employees, contractors,
licensees, visitors or invitees.


It is expressly agreed and understood that this contract shall not be deemed or construed
so as to create a joint venture, partnership, agency or employer-employee relationship, or
make Brandeis in any way responsible for the past, current or future debts, fees and/or
losses of Contractor.


This contract is subject to the provisions of the Anti-Kickback Enforcement Act of 1986,
Public Law 99-634 (41 U.S.C. secs. 51-58). By agreeing to this binding Agreement, the
transacting parties (1) certify that they have not paid kickbacks directly or indirectly to
any employee of Brandeis for the purpose of obtaining this or any other agreement,
purchase order or contract from Brandeis and (2) agree to cooperate fully with any
Federal Agency investigating a possible violation of the Act. Copies of the statute and the
pertinent regulations may be obtained from Brandeis upon request of the Office of
Affirmative Action and Government Regulation Compliance.


Contractor understands and agrees that Brandeis is a smoke-free campus, and that no
smoking will be permitted in any Brandeis building at any time.


Contractor hereby certifies that it is an Equal Employment Opportunity employer and that
it complies with the provisions set forth in Executive Order 11246, as amended, and with
all other applicable state and federal statutes and regulations that prohibit discrimination
in the workplace, including but not limited to Department of Labor regulations and The
Rehabilitation Act of 1973, as amended. The contract clauses set forth at 41 CFR sec.
60-1.4 (a) and (b), 41 CFR sec. 60-1.7, 41 CFR sec. 60-250.4 and 41 CFR sec. 60-741.4
are hereby included and made a part of this agreement.

The University shall have the right to audit all invoices submitted by the vendor. The
University shall have the right to audit all relevant data upon which the vendor’s prices
are based.


The University is exempt from sales and excise taxes. Such taxes shall not be included in
quoted prices, but if any taxes are known by the vendor to apply, they shall be shown
separately. If not so shown, they shall be considered an expense of the vendor and
deemed a part of the quoted prices.
                              Section VI
                      Requirement/Response Form

Vended Copiers
       1. A single vendor will be selected to manage the vending copiers, printers
          and microfiche printers on campus. How many other accounts in New
          England do you have with more then 20 units including copiers and
          printers? Please provide at least three (3) of these accounts as references.
       2. There are seventeen (17) vended copiers on campus. All vended copiers
          and attachments should be new and must include a book binder feature to
          help preserve books. Four copiers must have reduction/enlargement
          features with one preloaded with 11x17 paper (the University will work
          with successful vendor to identify locations). Copiers must have oversized
          paper trays (minimum 1500 sheet capacity). The University would prefer
          digital copiers. Please provide specification sheets of the proposed copier
       3. All vended copiers must be equipped with card reading devices capable of
          distinguishing and accounting for total quantities used by the library staff,
          faculty, and students. Provide specification sheets on the proposed card
          readers and system. Provide an explanation of the card reader system
          including how it will work and the various audit options available.
       4. At least one copier in Gerstenzang Library and one in Goldfarb library
          must have the ability to accept coins.
       5. There are 4 card dispensers installed on campus. Provide specification
          sheets of proposed card vending units and the change machine you will
          provide free of charge inclusive of service for the term of this agreement.
       6. Faculty and staff copies are to be billed on a cost per copy basis quarterly.
          Provide the cost per copy for faculty copies.
       7. Provide the cost per copy for students. Indicate if there is a quantity
          discount for student purchases.
       8. Provide the commission rate that will be provided to the University based
          on total student sales.

Administrative Copiers
       1. There are six (6) administrative copiers on campus. These copiers should
          be provided free as part of the new contract.
       2. The copiers must have reduction, enlargement, and document feeder and
          sorter features and must have minimum copier specification of 35 copies
          per minute. The administrative copiers and attachments must be new.
          Please provide specification sheets on the proposed equipment for the
          administrative area.
Public Printing
   1. There are nine (9) print release stations on University PCs located on campus
      each with a card reader attached. The print software should support at least the
      following features:
          a. Ability to show all pending print jobs on the initial screen
          b. Ability to distinguish user print jobs from one another by job name.
          c. Ability to estimate total cost of print job before committing the print
          d. Ability to cancel the print job at key points in the transaction
          e. Automatic expiration of print jobs after a library/IT-specified period.

   Please provide all specifications on the proposed software for the print release
   stations including network compatibility. The successful vendor would provide
   the card readers and the software free of charge.

   2. There are 5 laser printers provided by the current vendor. Please provide
      specifications on proposed printers which would be provided free of charge.
      The laser printers should have high capacity paper trays (500 sheet minimum).
   3. Brandeis IT Department will be responsible for the following:
         a. Windows 2000 server, print server and print queues
         b. Ethernet cabling infrastructure
         c. Furniture for printers and print station (also provided by libraries)
         d. Working with vendor to install server software components

   4. Provide the cost per copy for students and for faculty/staff prints.

Microfilm Readers
1. There are six (6) card readers on University owned microfilm reader-printers
   which the vendor must supply. Indicate if there is a separate cost for the card
   readers or if provided free of charge. Indicate how revenue from these machines
   will be handled. The vendor will be responsible for installing the card readers and
   incurring any cost associated with doing so. Indicate cost per copy for students
   and faculty/staff.

     1. Service is required on all equipment including copiers, printers, card
        readers, card vending equipment and coin changers, and print management
        software. All service calls must be responded to within three (3) business
        hours, seven days per week. Service includes loading paper and toner into
        photocopiers and printers throughout the day, removing paper jams from
        photocopiers and printers throughout the day, and ordering, overseeing
        and delivering all necessary paper, toner and other supplies. Change
        should be supplied to the change machines and cards to the card
        dispensers as frequently as needed to provide uninterrupted service for
        library patrons. The current vendor provides a minimum of $100 advance
        funds and replenishment of funds for the purpose of refunds to users of the
        equipment. Software updates should also be provided as they become
           available for the print management software. Please indicate you
           commitment to comply with the service requirements as outlined and
           include a written guarantee to provide services for the term of the
        2. Note: Library hours are:
                  Monday – Thursday              8:30 AM to Midnight
                  Friday                         8:30 AM to 11 PM
                  Saturday                       10 AM to 11 PM
                  Sunday                         11 AM to Midnight
        1. Provide a copy of your most recent audited financial statement.
        2. Provide a brief statement of your company’s philosophy.
        3. How long have you been in business?

Company Name:
E-Mail Address:
Contact Name:
Authorized Signature: __________________________________________________