Request for Proposal for Duplicating Equipment and Related Equipment

Request for Proposal for Duplicating Equipment and Related Equipment Services by the 1280 Santa Anita Court, Suite 100 Woodland, CA 95776 530-668-3759 Submission Due Date: February 27, 2009 The Yolo County Office of Education invites proposals from qualified licensed firms for the leasing of duplicating equipment and related equipment services for the Yolo County Office of Education. Proposals are to be delivered in person or by certified/express mail to the Yolo County Office of Education, 1280 Santa Anita Court, Suite 100, Woodland, CA 95776. All proposals must be received by 5:00 p.m. on February 27, 2009 to be considered a responsive proposal. The Yolo County Office of Education reserves the right to extend this deadline by providing a written addendum to the Request for Proposal. Proposals submitted by facsimile or electronic mail will not be considered. YCOE Duplicating Equipment and Related Services RFP - 1 of 11 REQUEST FOR PROPOSAL (RFP) INVITATION The Yolo County Office of Education (YCOE) is requesting proposals for the leasing of duplicating equipment and related equipment services. The duplicating equipment is to be located at YCOE and ten (10) separate sites operated by the YCOE, replacing seventeen (17) existing units of duplicating equipment. The Administrative Services Division will accept proposals delivered in person or by certified/express mail to the YCOE located at 1280 Santa Anita Court, Suite 100, Woodland, CA 95776. All proposals must be received no later than 5:00 p.m. on February 27, 2009. Proposals submitted by fax or e-mail will be considered non-responsive and will not be accepted. The YCOE reserves the right to overlook any technicalities and accept or reject any or all proposals that are in the best interest of the YCOE. The Request for Proposal (RFP) can be downloaded from the “What’s New” section of the YCOE website at www.ycoe.org. Copies of the RFP are also available at the YCOE, 1280 Santa Anita Court, Suite 100, Woodland, CA 95776. The YCOE is open to the public Monday through Friday from 8:00 a.m. to 5:00 p.m. The YCOE is an EOE employer and encourages proposals from minority, women-owned, and DVBE businesses. The RFP is not a low-bid price competition. Instead, proposals will be evaluated in accordance with the Evaluation Criteria stated in this RFP. An evaluation committee will first score the written proposals in accordance with the Evaluation Criteria. At least the top three firms, based on the written proposals, will be selected for interviews. The evaluation committee will then evaluate each firm who was interviewed based on the Evaluation Criteria. The highest ranking firm will then be selected by the evaluation committee to enter into fee and contract negotiations. If in the discretion of the Administrative Services Division, the fee and/or contract negotiations are unsuccessful, the Administrative Services Division may negotiate with the next highest scoring proposal, continuing in a like fashion until fee negotiations are successful. The selected firm’s proposal will be recommended to the Superintendent and/or designee for final approval to contract award. Five (5) copies of the proposal must be submitted in a sealed envelope that on the outside indicates the name, address, contact person, phone number and e-mail address for the firm responsible for the proposal. The envelope must be marked in the lower left-hand corner with the following notation: RFP – Duplicating Equipment and Equipment Services Documents should be addressed to: Yolo County Office of Education Attn: Monica Pascoe 1280 Santa Anita Court, Suite 100 Woodland, CA 95776 YCOE Duplicating Equipment and Related Services RFP - 2 of 11 QUESTIONS REGARDING THE RFP Firms interested in making a submittal are directed not to make personal contact with the Superintendent, Deputy Superintendent or members of the Board of Education. Any contact will constitute grounds for disqualification of consideration. Questions about the RFP, its content, proposal format or any other questions deemed necessary to submit a qualified proposal must be submitted in writing to: Yolo County Office of Education Attn: Monica Pascoe 1280 Santa Anita Court, Suite 100 Woodland, CA 95776 Any questions and subsequent responses regarding the RFP will be distributed to the firms that completed the “Duplicating Equipment and Related Services Receipt Acknowledgement” (see page 11) when they obtained a copy of the RFP. PRICING 1. Proposals shall include pricing options for both three and five-year lease plans on a per machine basis. 2. Pricing is to be presented on a machine by machine basis, not aggregate, and shall be inclusive of all costs. 3. Maintenance and all supply item(s) costs, excluding paper, shall be included in a fixed cost-per-copy rate based upon customer usage as well as an exclusive maintenance costper-copy rate. 4. Pricing should include any and all cost(s) associated with the relocation of leased equipment during the term of the lease. LEASE PROVISION(S) The following provision shall be included in the contract that is executed with the successful bidder and should be accounted for in the bidder’s pricing: 1. No advanced payments shall be required on a lease. 2. Lease rates shall be provided for on a monthly payment basis. 3. No set up or delivery charges shall be assessed. 4. Recurring billing shall be on one invoice including lease costs as well as cost per copy/maintenance costs, per machine. 5. All new machines will be delivered, set-up, and be fully operational by June 30, 2009. 6. Training shall be provided immediately following machine placement, unless otherwise agreed upon by the YCOE and the contracted firm. 7. The YCOE will not be responsible for set-up or delivery costs of additional units that may be substituted (as replacements) or added at a later date. YCOE Duplicating Equipment and Related Services RFP - 3 of 11 MAINTENANCE AND SUPPLIES The following provisions shall be included in the lease terms for maintenance and supply issues: 1. The cost per copy rate shall be at a fixed rate and/or declining rate for the term of the lease and shall not have a minimum or maximum number of copies requirement. 2. Maintenance response time(s): a. A phone call shall be received within two hours of the initial service call. At the time of this phone call, an estimated time of arrival of the technician shall be provided. b. A technician shall be physically on site within four (4) normal business hours of the initial service call, unless special arrangements are made during phone contact. c. Regularly scheduled preventive maintenance is a must, as well as remedial maintenance. Whenever an "above average" number of complaints arise from a user department(s), a manager may request a machine change-out, and this decision will be final and be honored by the vendor. The replacement machine shall be provided within 96 hours. d. In an effort to reduce downtime, parts that are typically replaced during preventative maintenance (diffuser, roller, etc.) shall be kept on sight at YCOE for each type of machine specified. CONTRACT PERIOD The anticipated contract period will be from July 1, 2009 and will last a period between three (3) and five (5) years, depended upon the proposal deemed by the YCOE to be the most beneficial to the YCOE. CONTRACT AWARD The firm awarded the contract shall be a licensed firm in the State of California. Upon selection, the firm will be required to enter into a standard services agreement on a form provided by the YCOE Administrative Services Division. After review of the proposal based on the requirements delineated in this RFP, and the successful completion of fee and contract negotiations, the Administrative Services Division will submit a recommendation to award the contract to the Superintendent and/or designee. The contract shall not be effective until approved by the Superintendent and/or designee. The YCOE reserves the right to reject any and all proposals or to accept other than the lowest priced candidate, and to waive any informalities, omissions, excess verbiage, or technical defects in the proposals, if in the opinion of the YCOE, would be in their best interest to do so. The YCOE reserves the right to accept all or part of any submittal or to cancel in part or in its entirety the RFP. The YCOE further reserves the right to select a firm that it considers to be in the best interest of the YCOE. YCOE Duplicating Equipment and Related Services RFP - 4 of 11 The RFP does not commit the YCOE, the Superintendent or the Administrative Services Division and/or any sub-committees to pay costs incurred in the submittal of a proposal and does not commit the YCOE to procure or contract for services. EQUIPMENT SPECIFICATIONS There are a total of 17 machines on this proposal. The following specifications are minimum requirements for each copy machine. Quantity: 1 90-110 copies per minutes; copier average per month = 41,000 Zoom, reduction and enlargement capabilities. Duplexing, collating, stapling, sorting, 3-hole punching. Ability to generate booklets, saddle stitching. Document feeder 100 count (8.5 x 11 and 8.5 x 14) capacity. Ability to handle multi-size paper throughout. Individual internal accounting ability (without cards) i.e. codes. A minimum 50 sheet bypass tray. Ability to print envelopes and on cardstock up to 145 lbs. 3 paper trays; a minimum of 5000 sheet capacity for 8.5 x 11 and 500 sheet capacity for 8.5x14, and 500 sheet capacity for 11x17 drawer. Must have the ability to be networked and have fax, e-mail and scanning capabilities. This machine will be the “workhorse” of the organization and must be able to handle large copy jobs. Quantity: 1 Color copies; 45 copies per minute; copier average per month = 10,000 Large content tray. Duplexing, collating, stapling, sorting, 3-hole punching. Ability to generate booklets, saddle stitching. Document feeder of 50 count (8.5 x 11 and 8.5 x 14) capacity. Multi-size paper handling throughout. Individual internal accounting ability (without cards) i.e. codes. 3 paper trays; a minimum of 3000 sheet capacity for 8.5 x 11 and 500 sheet capacity for 8.5 x 14, and 500 sheet 11 x 17 drawer. A minimum 50 sheet bypass tray. Ability to print envelopes and on cardstock. Ability to be networked and have fax, E-mail, and scanning capabilities. YCOE Duplicating Equipment and Related Services RFP - 5 of 11 Quantity: 5 45 copies per minutes; copier average per month = 10,000 Zoom, reduction and enlargement capabilities. Duplexing, collating, stapling, sorting, 3-hole punching. Ability to generate booklets, saddle stitching. Document feeder of 50 count (8.5 x 11 and 8.5 x 14) capacity. Multi-size paper handling throughout. Individual internal accounting ability (without cards) i.e. codes. 3 paper trays; a minimum of 3000 sheet capacity for 8.5 x 11 and 500 sheet capacity for 8.5 x 14, and a 500 sheet 11 x17 drawer. A minimum 50 sheet bypass tray. Able to print envelopes and on cardstock. Ability to be networked and have fax, E-mail, and scanning capabilities. Space Restrictions There are space restrictions for some of the duplicating equipment requiring 45 copies per minute specifications. The selected equipment must fit within the following parameters: - 30” x 70” - 30” x 72” - 32” x 84” Quantity 10 35 copies per minute; copier average per month = 5,000 Zoom, reduction and enlargement capabilities. Duplexing, collating, stapling, sorting, 3-hole punching. Document feeder of 50 count (8.5 x 11 and 8.5 x 14) capacity. Multi-size paper handling throughout. Individual internal accounting ability (without cards) i.e. codes. Large capacity tray and 2 multi-sized (up to 11 x 17) drawers. A minimum 50 sheet bypass tray. Able to print envelopes and on cardstock. Ability to be networked and have fax, E-mail, and scanning capabilities. Space Restrictions There are space restrictions for some of the duplicating equipment requiring 35 copies per minute specifications. The selected equipment must fit within the following parameters: - 30” x 60” - 30” x 72” - 32” x 60” - 32” x 60” x 60” YCOE Duplicating Equipment and Related Services RFP - 6 of 11 SUBMITTAL SPECIFICATIONS The following items must be included in all copies of the proposal and numbered according to the number requirement. Failure to submit as requested may cause a proposal to be considered non-responsive. Provide five (5) copies with your submittal. Cover Page: Identify the name of the proposal as “Duplicating Equipment and Related Equipment Services.” Include the name of the firm, type of firm (i.e. corporation, partnership, etc.), official address (post office boxes are not acceptable), name of principal contact, voice telephone, facsimile telephone, and e-mail address. Section #: 1. Brief history of the firm, including a listing of the principal officers / LLP / LLC members. 2. Outline of the experience of the firm including a list of similar clientele. 3. Demonstrate a proven history of excellence through sales and service while maintaining existing customer support. 4. Provide a minimum of three (3) references including name, address, phone number, and professional relationship. Letters of reference are also encouraged. 5. Demonstrate ability to deliver specified equipment before or on June 30th, 2009. 6. Equipment specifications and details from the manufacturer for any and all machines proposed. 7. Demonstrate flexibility within the proposal to meet the current and future duplicating equipment needs of the YCOE. 8. The proposal will include a provision that any new contract for lease or lease/purchase shall assure that YCOE will not be assessed property tax as YCOE is property tax exempt. The statement of assurance will be made in written form upon submittal of the proposal. All tax exempt forms, submittals, and processing will be the responsibility of the contracted firm. 9. The firm must provide proof of insurance of at least $2,000,000 aggregate and $1,000,000 per occurrence and shall name the YCOE as an additional insured. The firm shall also provide the name of the professional liability carrier, whether the policy is on an occurrence or claims made basis, the policy limits, the deductible on the policy of insurance, the number of years with the carrier, the claims made on the policy of insurance held by the firm (including a detailed explanation of the nature and type of claim, whether the claim has been resolved, and the terms of the resolution). 10. All machines shall meet the following minimum standards: a. Have the ability to be networked to the YCOE data network and be provisioned with sufficient internal memory and internal processors to operate at an optimum level. b. Must meet all applicable OSHA, CAL-OSHA, and EPA standards. Make copies without unpleasant/toxic odors. Must be sheet fed. c. All machines must be new current production models, with certification from the manufacturer attesting to current production status. d. Will have the ability to run on recycled paper with no adverse affects. YCOE Duplicating Equipment and Related Services RFP - 7 of 11 e. Provide a meter to keep track of the number of copies made on the machine and by account code. f. Will have a timed automatic shut-off to conserve energy when machine is not in use. g. Surge protectors, power adapter, etc. shall be provided by the vendor. h. If specified equipment has a power requirement in excess of 120V, requirement must be clearly stated and defined. i. Automatic exposure, automatic start, and automatic clear. j. Include stands or cabinets to accommodate copiers and supplies. k. Training of staff shall be provided by the vendor/representative within 24 hours of delivering the machines. l. Must include scan, fax, and e-mail options. m. Must support ISIS or TWAIN compliant scanner drivers. n. Must have ability to scan to a specific user controlled directory on the network. o. Must have the ability to integrate with Microsoft Active Directory and when logging into the copier/scanner, inherits folder and network permissions from Microsoft Active Directory. p. Must have the ability to be configured to save files as an authenticated user (this would be the case if the device integrates with Microsoft Active Directory). EVALUATION CRITERIA The evaluation committee will evaluate proposals based upon the following minimum comparative criteria. After evaluating the proposals, the evaluation committee will schedule interviews with at least the three (3) highest scoring firms. A list of interview questions and format will be provided prior to the interview to those firms or individuals selected for an interview. When all evaluation is complete, the evaluation committee will begin fee and contract negotiations for duplication equipment and related services with the firm who submits the most advantageous proposal based upon consideration of the specified evaluation and selection criteria and the total score on the evaluation of the proposals plus the scores received for the interview. 1. Minimum Criteria: each proposal must meet all of the following criteria in order to be considered for further evaluation: • Five (5) copies of the proposal. • Three (3) professional references for contracted services within the last ten (10) years including names, addresses, current phone numbers, and scope of provided services and responsibilities. • Completed all (1-10) items listed in “SUBMITTAL SPECIFICATIONS” above. 2. Comparative Criteria: the following rating will be used by the Evaluation Committee to evaluate the proposals received that have been determined to meet the minimum evaluation criteria listed above. Any proposals that do not meet all of the minimum criteria will be judged as non-responsive and not reviewed further. If a firm scores a zero (0) on any of the following comparative criteria, the Evaluation Committee will consider YCOE Duplicating Equipment and Related Services RFP - 8 of 11 the proposal to be non-responsive and will not review the proposal any further. The Evaluation Committee will consider the following comparative criteria and award each based on the below point schedule: • Highly Advantageous (5-4 points) proposal exceeds the specific criteria • Advantageous (3-2 points) proposal meets evaluation standard for the criterion (minimum score to qualify for an interview). • Not Advantageous (1 point) proposal does not fully meet the evaluation criterion or leaves a question or issue not fully addressed. • Does Not Meet (0 points) proposal does not meet the element – proposal is automatically eliminated from further consideration if a zero (0) is received in any category. Comparative Criteria A: Adequate Staff and Resources The firm has adequate staff and resources to perform the specified tasks required to meet the contract. The firm must be able to show financial and managerial stability and provide proof of insurance of at least $2,000,000 aggregate and $1,000,000 per occurrence and shall name the YCOE as an additional insured. Evaluation Criteria: Firms that clearly demonstrate experience working with similar sized contracts spread throughout multiple facilities and demonstrate an understanding of the particular needs of a same size and type of organization will be considered highly advantageous (5-4 points). Firms with at least three (3) contracts of similar size and scope of services within the past five (5) years will be considered advantageous (3-2 points). Firms that merely demonstrate an understanding of the RFP will be considered not advantageous (1 point). Firms with no clear understanding of the RFP or make no attempt to provide similar project experience to the evaluation committee through their proposal will not meet this criterion and will be considered does not meet (0 points). Comparative Criteria B: Service and Customer Support A key consideration of the evaluation committee is the ability of the firm to provide services by the defined timeframe in the RFP. Additionally, ongoing customer support and service in a timely manner is a critical component of the contract. Evaluation Criteria: Firms which demonstrate experience in excellent customer support and start-up training, on-going training, preventative maintenance and the ability to react to the changing needs of customers will be considered highly advantageous (5-4 points). Firms that demonstrate the ability to provide excellent customer support, preventative maintenance service, and start-up training but do not have the ability to provide on-going training will be considered advantageous (3-2 points). Firms that demonstrate a limited ability to provide service, preventative maintenance, training and customer support will be considered not advantageous (1 point). Firms that do not show excellence in service and customer support will not meet this criterion and will be considered does not meet (0 points). YCOE Duplicating Equipment and Related Services RFP - 9 of 11 Comparative Criteria C: Quality of References References will be evaluated to identify the ability and quality of previous services provided with customers of similar size and scope. Evaluation Criteria: The evaluation committee will consider strong recommendations from all references highly advantageous, particularly if references involve contracts of similar size and scope. If the firm provides thorough written favorable references from clients, the proposal will be considered highly advantageous (5-4 points). If the majority of recommendations are positive, but indicate that the firm does not have an established preventative maintenance program, than the evaluation committee will consider the proposal to be advantageous (3-2 points). If the majority of recommendations are positive, but indicate that the firm does not have an established preventative maintenance program and on-going training, then the evaluation committee will consider the proposal not advantageous (1 point). If a proposing firm is involved in litigation on a contract, it is required that a narrative be provided describing the litigation and all parties involved. If none of the recommendations are positive or in the opinion of the reviewer, any reference has strong concerns about the ability or quality of work of the firm, then the proposal does not meet this criterion and will be considered does not meet (0 points). YCOE Duplicating Equipment and Related Services RFP - 10 of 11 Duplicating Equipment and Related Equipment Services Yolo County Office of Education Duplicating Equipment and Related Equipment Services RFP Receipt Acknowledgement Firm Name Firm Address Contact Person Phone Number E-mail Address Date RFP Acquired Signature Printed Name YCOE Duplicating Equipment and Related Services RFP - 11 of 11