Request For Proposal (RFP) For Multifunction Color Copier/Scanner/Fax/Printer

Transcription

1 Request For Proposal (RFP) For Multifunction Color Copier/Scanner/Fax/Printer Lakeland Library Cooperative 4138 Three Mile Road NW Grand Rapids, MI Issue Date: March 10, 2017 Deadline Due Date: March 29, 2017 By 5:00 p.m.

2 TABLE OF CONTENTS SECTION I NOTICE OF PROPOSAL 3-4 SECTION II INTRODUCTION TO LAKELAND LIBRARY 4 SECTION III INSTRUCTIONS 4-5 SECTION IV GENERAL CONDITIONS 5-7 SECTION V BID DETAILS 7-8 SECTION VI COLOR COPIER STANDARDS 8-10 SECTION VII PROPOSER S QUALIFICATIONS 10 VENDOR SUBMITTAL FORM Page 2

3 SECTION I NOTICE OF PROPOSAL RESPONSES DUE ON OR BEFORE WEDNESDAY, March 29, 2017 by 5:00 p.m. Lakeland Library Cooperative (hereafter LLC ) invites qualified Vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (hereafter RFP ). The intent of this RFP is to seek costs and information related to the installation and operation of one (1) Multifunction Color Copier/Scanner/Fax/Printer (hereafter Color Copier ) and requests a detailed response from all prospective Vendors, including pricing and service descriptions, in a specified format. Cost options to include the purchase of a Color Copier with Service/Maintenance Plan or lease option with Service/Maintenance Plan or costs for both options. LLC currently utilizes a CANON image Runner 3380i with color copy, scan, fax and print capabilities. Pending appropriate approval, it is anticipated that a purchase agreement for a new Color Copier will be entered into in mid April 2017 and the target date for an installed and fully operational new Color Copier is May 1, Goals in selecting a Color Copier include: Obtaining a reliable, new, current model Color Copier which provides, at a minimum, color copy, scan, fax and print capabilities. Detailed requirements are described in SECTION VI. COLOR COPIER STANDARDS. Obtaining a Color Copier that can accommodate an average of 12,496 total copies per month, consisting of 10,421 black & white and 2,525 monthly color copies in a cost efficient manner. Obtaining an affordable and cost effective Service/Maintenance Plan; where future price increases are based on established standards and are predictable. Vendor training and support on proper machine operation and, if necessary, instructions and support on connecting LLC computers to the Color Copier through the existing LLC network. Copies of this RFP may be found at: under Lakeland/Bids. Please address questions about this RFP to: Terry Cross, Business Manager Lakeland Library Cooperative 4138 Three Mile Road NW Grand Rapids, MI terry@llcoop.org Fax: All questions concerning this RFP must be in writing, or facsimile. Telephone calls are not acceptable. A direct response will be returned to the prospective Vendor posing the question and to registered Vendors. (To register as a Vendor, send an to terry@llcoop.org indicating your interest in the project including your Name, Title, Company, and address.) Page 3

4 Questions and responses will also be posted on the LLC website ( under Lakeland/Bids. Prospective Vendors who do not register are responsible for checking the LLC website to review questions and responses. Questions can be asked until three days before the RFP deadline due date and will be accepted until March 24, 2017, 5:00 p.m. LLC reserves the right to reject any and all proposals submitted and to request additional information from all Proposers. Any contract awarded will be made to the service provider who, based on evaluation of all responses and applying all criteria and oral interviews if necessary, is determined to be the best qualified to meet the needs of LLC. If necessary, this RFP may be amended prior to the Due Date. All such amendments will be made via from LLC to all registered Vendors and by posting new information to the LLC website. SECTION II INTRODUCTION TO LAKELAND LIBRARY COOPERATIVE (LLC) LLC is organized under Michigan Public Act 89 of 1977 that provides for the establishment of cooperative libraries. LLC serves to strengthen member libraries in eight west Michigan counties by providing the means to share resources, services and expertise for the benefit of individuals and communities. LLC s members include 42 public libraries in all or in part of the following Michigan counties: Allegan, Barry, Ionia, Kent, Montcalm, Muskegon, Newaygo and Ottawa. By contractual agreements on the part of member libraries, additional townships in Gratiot, Mecosta and Oceana counties are also served. LLC is governed by the Lakeland Library Cooperative Board that is comprised of representatives from member libraries. The Board meets monthly. The primary funding for LLC is from the State of Michigan and from fees charged to member libraries for services provided to them. Services, but not inclusive, that LLC provides to its member libraries are: A shared on-line data base, which includes a circulation system as well as an on-line public catalog (hereafter ILS ). IT support. A delivery system which allows patrons from any of the member libraries to borrow from and return items to other member libraries. Cataloging of library materials for the shared on-line data base. SECTION III INSTRUCTIONS A. Proposer shall submit itemized pricing as specified on the LLC Vendor Submittal Form supplied by LLC in this RFP. All prices must be plain and clearly stated. FAILURE TO SUBMIT PRICING ON THE VENDOR SUBMITTAL FORM WILL RESULT IN THE PROPOSAL NOT BEING CONSIDERED. Page 4

5 On or before 5:00 p.m., March 29, 2017, please return TWO PRINT COPIES and AN ELECTRONIC COPY VIA of your response to LLC at the following address: (A public bid opening will not occur). Terry Cross, Business Manager Lakeland Library Cooperative Mile Road NW Grand Rapids, MI terry@llcoop.org B. A proposal received after the due date and time will be disqualified. C. Facsimiles of the proposal will not be accepted. D. LLC shall not be responsible for any cost or expense the Proposer incurs during the preparation of this proposal. E. Proposals shall be in full conformity with all the conditions set forth in the Instructions, General Conditions, Bid Details, Color Copier Standards, and Proposer s Qualifications. F. Should a Proposer find discrepancies in, or omissions from the Instructions, General Conditions, Bid Details, Color Copier Standards, Proposer s Qualifications, and or LLC Vendor Submittal Form, or should be in doubt as to their meaning, the LLC Business Manager may be contacted via or facsimile (terry@llcoop.org/fax ). LLC shall not be responsible for or respond to any verbal questions. G. It is the Proposer s responsibility to note any detail or specification that, in their opinion, is not practical or functional. H. All proposals submitted shall remain firm for a period sixty-four (64) days beginning March 30, I. LLC reserves the right to accept or reject any or all proposals in whole or in part, or to waive any informality therein. If in the Lakeland Library Cooperative s opinion it is in their best interest, the contract may be awarded to other than the lowest Proposer for reasons of establishing uniformity in cost. J. The contract shall be awarded by LLC when a Proposer has been issued a Notice to Proceed. OWNER RESPONSIBILITIES A. The Owner is defined as: Lakeland Library Cooperative 4138 Three Mile Road NW Grand Rapids, MI SECTION IV GENERAL CONDITIONS B. The Owner shall be the interpreter of all specifications covered in this document. Page 5

6 AUTHORITY OF THE LIBRARY COOPERATIVE DIRECTOR The Lakeland Library Cooperative Director shall decide all questions which may arise. VENDOR RESPONSIBILITY The Vendor is defined as: The Proposer awarded the purchase agreement for the Color Copier and contract for Color Copier Service/Maintenance. INDEMNITY The Vendor agrees to indemnify LLC, and save it harmless, from any and all claims that may be brought against LLC or the Vendor by reason of any error, act or omission of the Vendor, the Vendor s agents or its employees, in connection with this agreement. ABILITY OF BIDDER It is the intention of LLC to award the contract to a Vendor whose ability is fully equal to fulfilling the terms of this proposal in a satisfactory manner. LEGAL CONDITIONS The Vendor agrees to abide by all Federal, State, County and local laws and regulations. AVAILABILTY OF FUNDING Any resulting Agreement, Contract, or issuance of Purchase Orders is contingent upon the availability of funding and allocation of LLC s funds. LLC may cancel any Agreement, Contract, or Purchase Order immediately, by giving written notice to any Vendor, in the case of a reduction or elimination of funds or funding for any project, commodity or service. TERMINATION OF CONTRACT Written notice of termination at least ninety (90) days prior to the conclusion of the initial contract term or a renewal term is required of both LLC and the Vendor. DEFAULT TERMINATION In the event of any default by the Vendor, LLC, without prejudice to any other right or remedy it may have, shall have the right to terminate the contract agreement with no early out penalties, after giving the vendor thirty (30) days previous written notice. It shall be considered a default whenever the Vendor shall: declare bankruptcy, become insolvent or assign its assets for the benefit of its creditors; violate or disregard any provision of the contract agreement; fail to perform the work and or service according to the agreed upon schedule, including amendments or modifications thereof; or fail to provide competent personnel and proper materials. LICENSES AND TAXATION All taxes and license charges levied on, or assessed against, Color Copier lease under this agreement shall be borne by Lessor, including taxes and license charges Page 6

7 levied or assessed by any tax or licensing authority on account of ownership, lease, or operation of the Color Copier during the term of the lease. PAYMENT TERMS Pending appropriate approval, it is anticipated that LLC will begin using the new Color Copier on May 1, If the machine is purchased, the invoice will be paid after the Color Copier is installed and fully operational. If the machine is leased, LLC pays invoices on a monthly basis. Service/Maintenance agreements will be paid on a monthly basis. SECTION V BID DETAILS Pricing LLC is a federally constituted government body and IS NOT subject to Michigan State or Federal excise taxes. No taxes should be included in the cost proposal. LLC is a member of MiDEAL, an extended purchasing program which allows Michigan local units of government to use state contracts to buy goods and services. If applicable, proposals should reflect MiDEAL pricing. A. Pricing should be separately stated for the following: 1. Purchase price of one (1) new fully equipped Color Copier; or 2. Pricing for a three (3) year or thirty-six (36) month lease agreement. The purchase price of the Color Copier at the end of the lease term should be clearly stated; or 3. Or for both purchase and lease options. 4. Trade-in value and or other options for the disposition of the current Canon imagerunner-c3380i Color Copier. 5. Cost of Service/Maintenance Plan. a. The proposal should clearly state the cost of the Service/Maintenance Plan. b. The proposal should clearly state the monthly number of black and white and color copies that are included in the Service/Maintenance Plan and the cost per black and white and color copy if the actual number of the black and white and or color copies exceeds the amount allowed. c. The proposal should include the cost of black and color toner cartridges and the number of copies that each cartridge can make. Color Copier Demonstration and Inspection All proposals should state that the proposed Color Copier or a Color Copier with similar specifications, model type and model year is available for inspection and demonstration Page 7

8 by representatives of LLC. Proposers should schedule a viewing with the LLC Business Manager, terry@llcoop.org for one of the following days: March 14, 15, 21 or 22. The exact time and day will be mutually agreed upon. Contract Extension after Initial Expiration A. The Proposer agrees that the Service/Maintenance Plan Agreement will not automatically revert to a month-to-month contract agreement with price increases at the end of the initial contract agreement or an extended contract agreement period unless agreed to by LLC and the Vendor. B. If the lease option is selected, the Proposer agrees that the Lease Agreement will not automatically revert to a month-to-month contract agreement with price increases at the end of the initial contract agreement or an extended contract agreement period unless agreed to by LLC and the Vendor. Terms & Conditions With respect to Service/Maintenance Plans and Lease Agreements (if a lease option is chosen), the proposal should clearly explain how your company is proposing to handle the following items: A. Define early out penalty costs. B. The proposal should state that there will be no termination fees charged at the end of the Service/Maintenance Plan, and or Lease Agreement (if a lease option is chosen), or any contract agreement extension unless mutually agreed upon by both parties. SECTION VI COLOR COPIER STANDARDS Description of Current LLC Copy Machine Specifications and Features 33 ppm Black, 30 ppm Full-color. Automatic 2-Sided Copying. 2 Tray/1,100 Sheet Paper Supply + 50 Sheet Bypass. Paper Handling up to 110 lb. Index. Electronic Document Storage & Retrieval. 80 GB Hard Disk with 1GB RAM. Standard UFRII /PCL Network Printing. Standard Color Universal Send (color scan-to-file & scan-to- ; PDF, Tiff, Jpeg). The Copier is attached to a WIN 2012 Network Server. PostScript Print Kit-Q1. Super G3 Fax Board. Collating capabilities. Finisher with multi-position stapling. 2/3 Hole Puncher Unit. By-pass Tray with Envelope Feeder. Page 8

9 Cabinet. Commonly used software applications that are used to output to the copier are: MS Office, MS Publisher, Adobe and Internet Explorer. LLC currently averages 10,421 black & White copies a month, 2,525 Color copies a month for a total of 12,946 copies a month. Significant changes in copy volume are not anticipated. Requirements for New Color Copier a. Can accommodate an average of 12,496 total copies a month, consisting of 10,421 black & white copies and 2,525 monthly color copies in a reliable and cost efficient manner. b. Full-color. c. Automatic 2-Sided Copying. d. 2 Tray/1,100 Sheet Paper Supply + 50 Sheet Bypass. e. Paper Handling up to 110 lb. Index. f. Network Printing. g. Can convert document to PDF and send to individual personal computers. h. Fax capabilities. i. Collating. j. Stapling. k. Puncher unit. l. By-pass tray with envelope feeder. m. Cabinet. Color Copier Specifications A. The proposal should include a photograph and detailed specifications of the proposed color copier. B. The proposal should describe Vendor training and support on proper operation of the Color Copier. C. The Proposal should describe vendor support in transitioning to the Color Copier. D. The proposal should include a description of Color Copier s Manufacturer s Warranty. Requirements for Service/Maintenance Plan A. The proposal should include a detailed description the Service/Maintenance Plan. The description should include the following: 1. A detailed description of all the items that are included in the cost of the Service/Maintenance Plan. 2. The guaranteed time the company expects to perform and complete maintenance and repair calls under the Service/Maintenance Plan. 3. How the company handles a loaner copy machine if the Color Copier cannot be repaired and restored to normal operating service. Page 9

10 4. The proposal should include a sample contract that the Proposer s company uses for the Service/Maintenance Plan. SECTION VII PROPOSER S QUALIFICATIONS A. In order for a Vendor to be considered the proposal must include the following background information: 1. A description of your company, the number of years in business, size, location and whether it is local, regional or national in operations. 2. Describe your recent local and or regional experience in providing Color Copier Services to similar organizations. Submit three (3) references of clients with a similar scope of service. Include their company name, contact name, address, telephone, and contact name s for all references provided. 3. Proposer may provide any additional data that may be helpful in the selection process. Page 10

11 LAKELAND LIBRARY COOPERATIVE 4138 Three MILE ROAD NW GRAND RAPIDS, MI VENDOR SUBMITTAL FORM PAGE 1 of 4 Company Name: Company Address: Telephone Number: Contact Name: Fax Number: Contact Contact Title: PROPOSAL REQUIREMENTS CHECKLIST SECTION III INSTRUCTIONS (insert marks) Submit 1 print original and 1 copy of the proposal to: Terry Cross at Mile Road NW, Grand Rapids, MI Submit an electronic copy of the proposal as an attachment to: terry@llcoop.org. SECTION V BID DETAILS Purchase Price for 1 new Color Copier is clearly stated on the Vendor Submittal Form. Pricing for a 3-year lease option is clearly stated on the Vendor Submittal Form. Trade in value and or other current copy machine disposition options are stated on the Vendor Submittal Form. The 3-year cost of the Service/Maintenance Plan is clearly stated on the Vendor Submittal Form. The number of b&w and color copies included in the Service/Maintenance Plan and overage rates are clearly stated on the Vendor Submittal Form. The proposal includes the cost of black and color toner cartridges and number of copies expected per cartridge. Proposers need to schedule a demonstration of the proposed Color Copier with the LLC Business Manager (terry@llcoop.org) on one of the following days: March 14, 15, 21 or 22. Proposer agrees that Service/Maintenance Plan Agreement will not automatically revert to a month-tomonth contract agreement with price increases at the end of the initial term or an extended contract agreement unless agreed to by LLC and the Vendor. Page 11

12 LAKELAND LIBRARY COOPERATIVE 4138 Three MILE ROAD NW GRAND RAPIDS, MI VENDOR SUBMITTAL FORM PAGE 2 of 4 Company Name: PROPOSAL REQUIREMENTS CHECKLIST continued SECTION V BID DETAILS continued The Proposer agrees that the Lease Agreement (if a lease option is chosen), will not automatically revert to a month-to-month contract agreement with price increases at the end of the initial contract or an extended contract agreement period unless agreed to by LLC and the Vendor. Proposer agrees that there will be no termination fees charged at the end of the Service/Maintenance Plan Agreement, or any contract agreement extension unless mutually agreed upon by both parties. Proposer agrees that there will be no termination fees charged at the end of the Lease Agreement (if a lease option is chosen), or any contract agreement extension unless mutually agreed upon by both parties. COLOR COPIER STANDARDS Proposer agrees that the Color Copier being proposed meets minimum specified requirements. The proposal includes a photograph and detailed description of the Color Copier s specifications and features. The proposal describes Vendor training and support to ensure proper Color Copier operation. The proposal describes Vendor support in transitioning to new Color Copier. The proposal includes a description of the Color Copier s Manufacturer s Warranty. COLOR COPIER-SERVICE/MAINTENANCE PLAN STANDARDS The proposal includes a description of the items that are included in the cost of the Service/Maintenance Plan. The proposal describes the guaranteed response time for repairs and maintenance calls. The proposal describes the provision for a loaner copier in the event repairs cannot be made in a reasonable amount of time. The proposal includes a sample Maintenance/Service Plan Agreement. Page 12

13 LAKELAND LIBRARY COOPERATIVE 4138 Three MILE ROAD NW GRAND RAPIDS, MI VENDOR SUBMITTAL FORM PAGE 3 of 4 Company Name: PROPOSAL REQUIREMENTS CHECKLIST continued SECTION VII PROPOSER S QUALIFICATIONS The proposal provides a description of your company, the number of years in business, size, location and whether it is local, regional or national in operations. The proposal describes your company s recent local and or regional experience in providing Color Copier Services to similar organizations. Attach 3 references of clients with similar scope of service (including company name, address, telephone, and contact name). Proposer gives LLC permission to contact the references listed. Proposer may provide any additional data that may be helpful in the selection process. Page 13

14 LAKELAND LIBRARY COOPERATIVE 4138 Three MILE ROAD NW GRAND RAPIDS, MI VENDOR SUBMITTAL FORM PAGE 4 of 4 Company Name: COST PROPOSAL A. Purchase Price of Color Copier. Requirements of which are described in Section VI Color Copier Standards. Color Copier Purchase Price $ Less: Trade in Value of Cannon Image Runner 3380i Net Cost $ Description of Other Additional Fees (If Any) $ Cost Describe other options for disposition of Cannon Image Runner 3380i: B. Yearly Cost for 3 Year/36 Month Lease Total Year #1 Year #2 Year #3 3 Year Cost Yearly Lease Cost $ $ $ $ C. Service/Maintenance Plan Cost for 3 Years Year #1 Year #2 Year #3 3 Year Cost Service/Maint. Plan Cost $ $ $ $ Provide number of Black & White and Color Copies allowed in Plan and overage billing rate/calculation: Black & White: Color: E. Toner Cartridge Cost and Number of Copies/Print Cost #Copies/Print Black Color #1 Color#2 Color#3 Proposer Representative Company Title Date Page 14