Academy District Twenty Dr. Mark Hatchell, Superintendent of Schools Education and Administration Center 1110 Chapel Hills Drive, Colorado Springs, CO 80920-3923 Phone: 719-234-1200 Website: www.asd20.org Fax: 719-234-1299 REQUEST FOR PROPOSAL 15-GPS-0317 DATE DUE: April 16, 2015, 2p.m. (local time) Multifunctional Devices, Print Shop and Managed Print Services For Academy District Twenty Issued by: Greg Stephens District Contracting Officer 1110 Chapel Hills Drive Colorado Springs, CO 80920 719.234.1273 (office) [email protected] RFP 15-GPS-0317 Multifunctional Devices, Print Shop and Managed Print Services Page 1 of 25 PROFILE OF ACADEMY DISTRICT TWENTY Academy District Twenty prides itself in offering an unsurpassed education to over 24,000 preschool through 12th grade students in the northern area of El Paso County. The district is geographically and socioeconomically diverse. From the rural community of Black Forest to the growing Briargate area, the District encompasses 130 square miles and has 21 elementary schools, 8 middle schools, 7 high schools and 1 charter school. 1. PURPOSE OF REQUEST The purpose of this Solicitation is to provide qualified manufacturers sufficient information regarding the District’s needs in order to adequately prepare and submit a Proposal for Multifunctional Devices, Print Shop and Managed Print Services. This program is to provide a fully integrated multifunction hardware and software to modernize and improve the efficiency of the District’s printing and document management capabilities. The District currently has Toshiba Digital multifunction printers ranging from 20-110 pages per minute. The current annual volume is approximately 42,000,000 copies. a. All multifunction devices must be able to reproduce quality copies from any of the following types of original documents while operating in an automated exposure mode: laser printed originals, multi-generation copies of copies, faxed documents, standard black graphite #2 pencil, red pen and pencil, blue ball point pen, NCR forms (blue or black print on white or colored paper stocks), photographs (color or black and white), solid lines and grids, solids and reverse video graphic effects (white letters on black background), architectural patterns and blueprints, graduated gray-scale tones. All multifunction printers must be capable of selecting the proper paper size in respect to the original being copied. b. All multifunction devices must be capable of making copies on sheets of 20 pound xerographic bond paper of common commercial or industry grade which after being produced undergoes no further process or treatment other than calendaring, cutting or packaging; which may be either newly produced or recycled in content and which maybe white or colored. Multifunction printers must be able to produce acceptable copy quality and shall be able to operate without jamming when such paper is employed. All multifunction printers must be able to print on xerographic-type labels and on transparency material. c. The District prefers all multifunction devices placed in the District in conjunction with the resulting price agreement be “new.” New, meaning that the unit has never previously been used in any degree and contains only new components, parts, and mechanisms. This decision is not subject to protest by the Manufacturer. d. Replacement of problem equipment: If any of the multifunction systems proposed do not operate within the manufacturer product specifications during the term of the contract, and if the equipment cannot be repaired to perform within product specifications, the manufacturer will replace the multifunction device at no charge with a brand new current model (meaning that the unit has never previously been used in any degree and contains only new components, parts, and mechanisms) of equal or better features and specifications. e. Multifunction devices and any peripheral equipment, including computers, will be configured according to district naming and IP Addressing schemes, joined to the district Active Directory and have the district standard Anti- Virus installed (if applicable). Any machine hard drives taken out of the fleet must be destroyed and destruction proof provided to the District. Hard drives need to be encrypted at rest. 2. ESTIMATED TIME SCHEDULE March 17, 2015 Distribute Request for Proposal March 24, 2015 Deadline for Emailed Questions to [email protected] March 31, 2015 Responses to Questions April 16, 2015 2:00 P.M. Proposal Due Date April 20-24, 2015 Vendor Presentations (if required) May 1, 2015 Approximate Vendor Selection July 1, 2015 Contract Start RFP 15-GPS-0317 Multifunctional Devices, Print Shop and Managed Print Services Page 2 of 25 3. INSTRUCTIONS TO OFFERORS To be considered, an electronic copy (email or other method) of your Proposal and your Proposed Price must be received by Greg Stephens at the Academy District Twenty, Contracting and Purchasing Department, 1110 Chapel Hills Drive, Colorado Springs, CO 80920, [email protected]. ALL PROPOSALS MUST INCLUDE THE FORMS PROVIDED IN THIS PACKAGE. Failure to do so may be cause for rejection of your proposal. Proposals may be submitted in electronic format. A. Proposals must be marked plainly and prominently as follows: Multifunctional Devices, Print Shop and Managed Print Services, RFP 15-GPS-0317 It is the responsibility of the vendor to ensure that the proposal is at the Contracting and Purchasing Department before the deadline. Unsolicited proposal and proposals from unapproved or non-qualified vendors may not to be considered. B. All offers meeting the intent of this request for proposal will be considered for award. Vendors taking exception to the specifications, or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the proposal. The absence of such a list shall indicate that the vendor has not taken exceptions and shall hold the vendor responsible to perform in strict accordance with the specifications of the invitation. District reserves the right to accept any and all or none of the exception(s)/substitution(s) deemed to be in the best interest of the District. C. In the event of any claim by any unsuccessful vendor concerning or relating to the issue of “equal or better” or “or equal” the unsuccessful vendor agrees, at his own cost and expense, to defend such claim or claims and agrees to hold the District free and harmless from any loss or damage arising out of this transaction. D. Academy District Twenty reserves the right to negotiate with the submitter of each and every proposal; in order to best meet its needs as defined in the proposal as well as to reject any and all proposals and to waive any “informalities” in the proposal received whenever such action, rejection, or waiver is in its best interests. In all instances where, price, service, and quality are determined equal, preference in the award of contract will be given to Colorado- based companies. E. Cooperative Purchasing Efforts: The District is a member of the Cooperative Educational Purchasing Council (CEPC). The geography of the CEPC lies along the front range of the Rocky Mountains from the Fort Collins/Greeley area in the north to Colorado Springs in the south. This membership of public purchasing departments represents approximately seventy percent (70%) of the K-12 public school enrollment in the State of Colorado. We hereby request that any member of the CEPC be permitted to avail itself of this contract and purchase any and all items specified herein from the successful Vendor(s) at the contract price(s) established herein. Each CEPC member which uses a contract(s) resulting here from would establish its own contract, issue its own orders, be invoiced there from, make its own payments, and issue its own exemption certificates as required by the Vendor. It is understood and agreed that the District is not a legally binding party to any contractual agreement made between a CEPC member and the Vendor as a result of this Solicitation. F. Demonstrations may be required during evaluation: After the proposals are opened by the District, the Vendors may be required to demonstrate the product which has been proposed for evaluation by, and at no cost to, the District. The purpose of the demonstration is to observe the product in an operational environment and to verify its capability, suitability, and adaptability vis-à-vis the performance requirements stipulated in the Solicitation. If a demonstration is required, the District will verbally notify the Vendor of such and will specify the date, time and location of the demonstration. If the Vendor fails to perform the demonstration on the specified date stipulated, the District may elect to reject the Vendor's Proposal or to re-schedule the demonstration in its best interest. The District shall be the sole judge of the acceptability of the equipment in conformance with the Specifications and its decision shall be final. 4. AWARD A. Academy District Twenty reserves the right to: 1. Accept or reject any or all proposals received as a result of this RFP. 2. Waive or modify informalities and any irregularities in the responses received. RFP 15-GPS-0317 Multifunctional Devices, Print Shop and Managed Print Services Page 3 of 25 3. Select the vendor it deems to be most qualified to fulfill the needs of the District. Proposals submitted will be evaluated by an Evaluation Committee selected by the District Contract Officer. During the evaluation process, the Evaluation Committee and the District reserve the right, where it may serve the District's best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. At the discretion of the District or the Evaluation Committee, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. In all instances, the decision rendered by the Board of Education (if necessary) shall be final and not subject to contest by others.