Baldwin-Woodville Area School District
MPS RFP
Baldwin-Woodville Area School District
PROJECT NAME:
Managed Print Solution
ISSUE DATE:
DUE DATE:
DUE TIME:
Place:
Place:
May 2, 2014
May 16, 2014
2 pm
District Office
Baldwin, WI
This solicitation constitutes a Request for Proposal (RFP) from qualified individuals and/or
organizations, herein after also referred to as respondents, vendors or contractors, to provide a
Managed Print Solution including equipment and services for the Baldwin-Woodville Area
School District.
In responding to this solicitation the respondent signifies to be fully informed as to the extent
and character of the supplies, materials, equipment and services required and the terms and
conditions specified herein. The respondent represents that the supplies, materials, equipment
and services can be provided satisfactorily and in compliance with the specifications.
Respondent agrees that their response to the solicitation and written notice from the BaldwinWoodville School District accepting the proposal constitutes a contract between the parties.
The respondent is obligated to furnish supplies, materials, equipment and services at the quoted
price.
The contact person for this project is Eric Russell. Inquires or questions regarding this
solicitation should be directed to Eric Russell via email at [email protected] no later than
May 16, 2014 @ 2:00 PM. Replies to inquiries or questions will be sent to all vendors for which
the District has a contact e-mail address.
Responses to this solicitation shall be submitted to:
Eric Russell Superintendent of Schools
Baldwin-Woodville Area School District
550 Highway 12
Baldwin, WI 54002.
The outside of the envelope shall be clearly marked “District Managed Print Proposal”.
Responses may be sent via common carrier, including but not limited to the US Postal Service,
UPS, Federal Express, or delivered by hand prior to the Due Date and Time listed above. Faxed
or e-mailed proposals, and proposals that arrive after the Due Date and Time, will not be
considered.
Page 1 of 13
Baldwin-Woodville Area School District
MPS RFP
TABLE OF CONTENTS
1.00
2.00
3.00
4.00
4.16
5.00
A.00
Contractor Information
Selection Information
General Conditions
Specifications
Hardware List
References
Vendor Information & Certification
Page 2 of 13
Baldwin-Woodville Area School District
MPS RFP
1.00 CONTRACTOR INFORMATION
1.01
The Baldwin-Woodville Area School District invites any qualified individual or organization to
respond to this solicitation. Respondents must be responsible, regularly and practically engaged
in providing the services requested, and possess ample resources for providing the supplies,
materials, equipment and services identified.
1.02
A contractors’ list for this solicitation will be created and maintained by the District. Qualified
individuals or organizations may request to be added to the list. The District reserves the right
to pre-qualify individuals or organizations and to limit the number that may be invited to
respond to this solicitation. If the District limits the number of individuals or organizations it will
be done on a "first come" basis from among those deemed to be qualified.
1.03
All official communications, except proposal submittal, in regard to this solicitation will be
conducted by e-mail. The District does not assume any responsibility for integrity or operability
of the respondents’ e-mail systems.
Page 3 of 13
Baldwin-Woodville Area School District
MPS RFP
2.00 SELECTION INFORMATION
2.01
All proposals will be evaluated after formal receipt at the opening.
2.02
It is the practice of the District to notify only the respondent that is selected to provide the
supplies, materials, equipment or services identified herein. The District may, at its option, post
results on its website (www.bwsd.k12.wi.us).
2.03
All prices offered in response to this solicitation shall remain effective for a period of not less
than 60 days following the “Due Date” shown on the cover page.
2.04
Selection recommendations and final selection will be made in accordance with the procedures
and criteria identified in the specifications.
2.05
Responses to Solicitation. Respondent shall submit the following documents and/or
information:
 Contractor Information and Certification Form, including acknowledgement of receipt of
supplements and addenda.
 Responses to all items requiring such in this solicitation. Responses should be arranged as
specified in the section Bid Forms.
2.06
A contract for products and services, with reference to and inclusion therein of this Request for
Proposal, will be negotiated with the respondent who submits the successful proposal, following
evaluation of all proposals.
2.07
The following factors will be considered in the selection decision:
 Capabilities of vendor
 Cost of solution
 References and experience
 Service quality
 Adherence to specifications
 Ability to deliver the products and services. This includes financial and corporate stability of
supplier/vendor
2.08
The District anticipates final selection will be recommended to the School Board for approval on
June 16, 2014.
3.00 GENERAL CONDITIONS
The Baldwin-Woodville School District does not discriminate on the basis of religion, sex, race, national
origin, age, ancestry, creed, color, political affiliation, membership in the National Guard, state defense
force or any reserve component of the United States military or state military forces, pregnancy, marital
or parental status, sexual orientation, or physical, mental, emotional, or learning disability or handicap
or other bases prohibited under state or federal law.
3.01
This solicitation is to assist the District in the selection of a qualified individual or organization
(contractor) to provide products and/or services as described herein.
Page 4 of 13
Baldwin-Woodville Area School District
MPS RFP
3.02
The District reserves the right to reject any or all responses or portion thereof and to accept any
responses or portions thereof that may be the most advantageous. Further, the District
reserves the right to waive technicalities.
3.03
Respondents may include additional information and data that is believed to be helpful to the
District in the evaluation of the product or services identified herein.
3.04
Responses should be prepared simply and economically, providing a straightforward and concise
explanation of the contractor and/or product capabilities that will satisfy the identified
requirements. Literature describing the respondent’s background and experience and/or the
characteristics and features of product or services, may be included. All costs for preparing and
submitting responses are entirely the responsibility of the respondent and will not be
chargeable in any manner to the District.
3.05
Respondent shall submit their responses on the forms and in the manner specified and shall
respond to each specification.
3.06
The District reserves the right to amend the contents of this solicitation. The intent of such
amendments is directed toward finding the best solution available at the associated cost. If it
becomes necessary to amend any part of this specification an addendum will be provided to all
contractors on the contractor's list. Each addendum will be numbered (i.e. Addendum #).
3.07
If additional data is necessary to provide clarification of provisions in this solicitation, a
supplement will be provided to all contractors on the contractor's list. Each supplement will be
numbered (i.e. Supplement #).
3.08
Any respondent that contacts any School Board member or any District staff member with the
intent to influence selection decisions will be disqualified from further consideration and may be
removed from subsequent vendor lists.
3.09
Questions and Interpretations
Refer questions concerning this solicitation by e-mail to the contact person’s email address
identified on the cover page. The subject of the e-mail should clearly state “DISTRICT
MANAGED PRINT PROPOSAL 2014”. Any request for clarification or interpretation of provisions
of this solicitation must be received at least 3 business days prior to the Closing Date identified
on the cover.
Responses to the questions may result in a supplement or addenda. Supplements and/or
addenda will be sent to all contractors on the contractor list. All supplements and addenda so
issued shall become part of the specifications. Respondents shall acknowledge receipt of said
supplements and / or addenda on their submittal.
Respondents shall carefully examine the contents of this solicitation and any subsequent
addenda or supplements. Failure to do so shall not relieve respondent of the obligation to fulfill
the terms of the project herein identified.
Page 5 of 13
Baldwin-Woodville Area School District
MPS RFP
3.10
Quantities given are estimates of use for bidding purposes only and are not guarantees. Actual
quantities to be used are unknown and may be more or less. No minimum order quantity is
guaranteed.
3.11
Quality Control
Respondent shall note any deviation or exceptions from the specifications on the submitted
response.
Respondents shall notify the District of any omission, contradictions or conflicts in the
specifications prior to the Due Date. If the respondent does not notify the District of any such
conditions, it will be assumed that the respondent has included all necessary items to fulfill the
purpose of the Project.
The successful vendor shall assume full responsibility for the protection and safekeeping of
materials stored on premises, if any.
3.12
Safety Requirements
Where applicable, the successful vendor shall provide Material Safety Data Sheets for materials
to be used.
Respondents shall comply with federal, state, and local fire and safety codes and requirements
that are applicable.
The District is a smoke free environment. Vendors shall assure that their representatives will
refrain from smoking while on school grounds.
The District is a drug free environment. Vendors shall assure that their representatives will
refrain from the unlawful manufacture, sale, distribution, dispensation, possession, or use of a
controlled substance while on school grounds.
3.13
The District is exempt from federal and state excise and sales taxes. All prices quoted shall
reflect the tax-exempt status. Tax exemptions certificates, if required, will be provided upon
request.
3.14
Anti-collusion Clause
During the preparation and submission to this solicitation, respondents are prohibited from
directly or indirectly entering into any combination or arrangement with any person, firm or
corporation, or entering into any agreement, or participate in any collusion, or otherwise take
any action in the restraint of free competitive bidding in violation of the SHERMAN ACT (15
U.S.C. Section 1).
Responding to the solicitation, respondent certifies that this submittal is not the result of, or
affected by, any act of collusion with, or any act of, another person or persons, firm or
corporation engaged in the same line of business or commerce.
Page 6 of 13
Baldwin-Woodville Area School District
MPS RFP
In responding to the solicitation, respondent certifies that no person acting for, or employed by,
the District has an interest in, or is concerned with, this submittal and that no person or persons,
firm or corporation other than the respondent, have an interest in this proposal.
3.15
Proprietary Information
Respondents are advised that most records and documents in the possession of the District are
subject to the state’s Open Records Law. Trade secrets or proprietary information submitted in
response to this solicitation will be protected by the District to the extent permitted by law.
Respondents must provide a statement that identifies the data or other material to be
protected and the reasons why protection is necessary. Such trade secrets or proprietary
information should be submitted in a separate, sealed, envelope clearly marked PROPRIETARY.
The District reserves the right to submit such information to its legal counsel for determination
of the District’s right to deny an Open Record’s request. The determination of District’s legal
counsel shall be final and binding on respondent.
A statement by respondent that the entire submittal is proprietary and/or a statement that
pricing/costs are to be protected cannot be honored. Respondents will be requested to remove
any such statement(s) in order to be eligible for further consideration. References may be made
within the body of the submittal to proprietary information; however all information contained
within the body of the submittal, not under separate cover and labeled proprietary, shall be
deemed a public record.
3.16
It is expressly understood that performance of this solicitation by the District shall be contingent
upon the availability of funding. Such funds are appropriated by the District School Board on an
annual basis. In the event funding is not adequate, the continuation of the project will be
dependent on the parties reaching mutual agreement as to adjustments in the service to be
provided and the applicable rates.
3.17
All equipment used in performance of the services specified herein must be approved by
Underwriters Laboratories or a recognized equivalent certification agency.
3.18
Payment terms shall be net 30 days. Payment of invoices will be processed promptly by the
District for services received in accordance with the specifications. Payment shall not preclude
the District from making a claim for adjustment on any service later found not to have been in
accordance with the conditions of this Request for Proposal. Payment will be made on an
adjusted price basis for any items used or accepted from a delivery later found to be inferior.
Partial payments on a total order will be made only by a special arrangement with the District.
4.00 SPECIFICATIONS
4.01
The District reserves the right to reject any or all responses or portions thereof and to accept
any responses or portions thereof that may be the most advantageous. Further, the District
reserves the right to waive technicalities.
Page 7 of 13
Baldwin-Woodville Area School District
MPS RFP
4.02
Vendors may be required to make an oral presentation to District evaluators if clarification of a
proposal is necessary to make a proper evaluation. A vendor’s original proposal cannot be
changed in any aspect as a result of an oral presentation. The oral presentation is only intended
to provide an opportunity for vendors to clarify specific portions of their proposal.
4.03
The contract shall be deemed to be a Wisconsin contract and shall be governed as to all matters,
whether of validity, interpretations, obligations, performance or otherwise, exclusively by the
laws of the State of Wisconsin. All questions arising with respect thereto shall be determined in
accordance with such laws. Regardless of where actually delivered and accepted, this contract
shall be deemed to have been delivered and accepted by the parties in the State of Wisconsin.
The District reserves the right to incorporate standard District contract provisions into any
contract negotiated with any proposal submitted responding to this RFP [Standard Terms and
Conditions and Supplemental Standard Terms and Conditions for Procurements for Services].
Failure of the successful bidder to accept these obligations in a contractual agreement may
result in cancellation of the award.
4.04
If the Contractor fails to deliver goods or services or fails to replace rejected articles immediately
or within a reasonable time, when so requested, the right is reserved to procure these goods or
services from other sources. On such purchases, the Contractor agrees to reimburse the District
promptly for excess costs occurred by such purchases. Such purchases will be deducted from
agreed contract amount. Should the cost be less, the Contractor shall have no claim to the
difference. The Contractor shall remove all rejected materials, equipment or supplies from the
premises of the District within ten (10) days of notification. Rejected items left longer than ten
(10) days will be regarded as abandoned and the District shall have the right to dispose of them
as its own property.
4.05
Contractor shall be deemed in breach of this contract if the Contractor:
a)
Fails to comply with any terms of this proposal or the negotiated contract.
b)
Fails to cure such noncompliance within ten (10) calendar days from the date the
District provides written notice, or such other timeframe greater than ten (10) calendar
days, specified by Contract
c)
Fails to submit a written response to the District with notification of non-compliance
within ten (10) calendar days after the date of said notice.
d)
All notices under this contract shall be submitted, either by fax or certified mail,
return-receipt requested, to the respective Contract Administrator.
e)
Contractor shall not be in breach of this contract as long as its default was due to causes
beyond the reasonable control of, and occurred without any fault or negligence on the
part of, both the Contractor and its Subcontractors. Such causes may include, but are
not restricted to, acts of God or of the public enemy, acts of the District in its sovereign
capacity, fires, floods, hurricanes, epidemics, strikes, or freight embargoes.
4.06
Any maintenance costs and any other potentially hidden costs shall be identified as part of the
proposal, including travel, shipping, and other expenses.
4.07
All original materials prepared by the Contractor pursuant to the contract shall belong
exclusively to the District. The District shall have unlimited rights to specified electronic
products and documentation.
Page 8 of 13
Baldwin-Woodville Area School District
MPS RFP
4.08
The successful contract will provide qualified representatives necessary to perform required
services. Company representatives must clearly identify themselves upon checking in at school
building offices.
4.09
The contractor is responsible for providing training. Include a description of the training
program and ongoing support with the proposal.
4.10
A copy of a proposed contract, if any, shall be submitted with the respondent’s proposal.
4.11
This solicitation will be incorporated into the final negotiated contract, if any, by reference and
will be considered a part of the contract.
4.12
The contractor is responsible for implementation of all solutions proposed. Include a description
of implementation plan.
4.13
The successful vendor shall be responsible for fix/repair maintenance of all devices included in a
contract resulting from this RFP. All hardware is expected to perform at a minimum of 99%
uptime; any downtime due to lack of consumable supplies will count as downtime. All hardware
is expected to meet original manufacturers’ specifications. Please describe your service level
agreement, number of service technicians certified on proposed equipment and their locations.
The successful vendor will be responsible for “just in time” inventory management of all
consumable supplies (except throughput media) including end-user replaceable components for
all output devices.
4.14
4.15
The term of the contract will be for a fixed sixty (60) months.
Page 9 of 13
Baldwin-Woodville Area School District
MPS RFP
4.16 Equipment-MFD:
Device:
District
Minimum
Requirements
Quantity
Monthly
Volume
90 ppm
minimum
4
232,000/mo
total
33 ppm
minimum
2
17,000/mo
total
25 ppm
minimum
4
12,000/mo
Network Copier Make and Model
Copy/Print Pages Per Minute
Adjustable Paper Trays (11”x17”)
High Capacity Paper Deck
Total Paper Capacity
Finishing
Fax
Duplex
Color Scanning
Network Copier Make and Model
Adjustable Paper Trays (11”x17”)
Total Paper Capacity
Finishing
Fax
Network Copier Make and Model
Adjustable Paper Trays(11”x17”)
Total Paper Capacity
Finisher
Fax
Page 10 of 13
Proposed
Make,Model, Price
Baldwin-Woodville Area School District
MPS RFP
Equipment-Network Printers/MFP:
Model
Meter
Avg. Monthly Volume
HP LaserJet 4050 Series
137,650
600
HP LaserJet 4050 Series
HP LaserJet 4050 Series
HP LaserJet 4050 Series
HP LaserJet 4050 Series
HP LaserJet 4200
HP LaserJet 4200
HP LaserJet 4200
HP LaserJet 4200
HP LaserJet 4200
HP LaserJet 4250
HP LaserJet 4250
HP LaserJet 4250
HP LaserJet 4250
HP LaserJet 4250
HP LaserJet 4250
HP LaserJet 4250
HP LaserJet M3035 MFP
HP LaserJet M3035 MFP
HP LaserJet P2015
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
HP LaserJet P3005
RICOH Aficio SP C420DN
70,200
142,700
104,800
249,500
99,900
201,600
192,500
64,450
100,200
95,650
72,300
133,350
83,850
67,100
92,600
48,650
116,420
134,750
47,900
49,150
103,200
33,300
179,850
138400
114,750
59,350
74,850
72,000
39,000
24,200
47,250
39,000
Black-10,250
Color-136,100
300
650
350
800
500
450
125
450
370
1,125
1,100
2,250
925
800
1,375
903
2,135
2,050
730
545
1,685
485
3,425
2,575
2,270
810
1,320
585
560
430
565
465
173
2,280
RICOH Aficio SP C420DN
Black-15,450
Color-59,350
Black-3,750
Color-31,950
Black-3,150
Color-61,150
283
1,050
75
485
55
1,255
RICOH Aficio SP C420DN
RICOH Aficio SP C420DN
Page 11 of 13
Proposed make, model,
price
Baldwin-Woodville Area School District
MPS RFP
5.00 REFERENCES
5.01
Provide a minimum list of three (5) school districts in Wisconsin for whom services have been
provided during any part of the last 5 years. Provide the district name, contact person and
phone number, and date of contract. For contracts no longer in place, provide the reason.
Baldwin-Woodville School District reserves the right to contact any or all contacts listed. Failure
to list a district could be grounds for disqualification.
Page 12 of 13
Baldwin-Woodville Area School District
MPS RFP
A.00 VENDOR INFORMATION & CERTIFICATION
RESPONSE to DISTRICT MANAGED PRINT PROPOSAL 2014
DUE : MAY 16, 2014, 2:00 P.M. CDT
COMPANY
Representative
E-mail address
Address
Zip +4
Local Phone
Toll Free Phone
Payment Address
Date of Quotation
Quotation reference number, if required
I have read the specifications and I understand the content and my firm's obligations with regard to
providing the specified services and products. I hereby submit the attached proposal. The prices being submitted
shall be binding on our firm until 60 days from the date proposals are due, or until I am notified that I am not a
successful vendor, whichever comes first. If my firm is awarded a contract as a result of the quoted prices, or
subsequently negotiated prices, I guarantee that the prices shall be the maximum amount that my firm may charge
for the products identified.
I certify that I have the authority to sign this proposal and bind my firm to the prices specified and the
obligations associated with the award of all or any part of the items so specified.
Date:
I acknowledge receipt of
supplement(s).
I acknowledge receipt of
addendum(s).
Signed:
Title:
Return this page, with pricing proposal, five references, and any other pertinent material for
consideration
Page 13 of 13