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Rfp Example of Uptime Qtr Report

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Rfp Example of Uptime Qtr Report PROPOSAL Prepared for: COLORADO MESA UNIVERSITY RFP# CMU-20-2678 CAMPUS COPIERS 2020 Due July 7, 2020 @ 11:00am MDT Prepared by: All Copy Products Chris Condon Western Slope Sales Manager 970-628-7476 [email protected] WELCOME TO THE POWER OF PARTNERSHIP July 7, 2020 Colorado Mesa University, Thank you for considering All Copy Products (ACP) as your partner for your communication and document strategies. At ACP, we are committed to providing CMU with the resources necessary to keep the district productive, innovative, and competitive in today’s climate. Enclosed you will find our proposal in response to CMU’s RFP for Multi-Functional Copiers and Copier Maintenance. It is our belief that you will find ACP a very qualified and respected vendor partner to support your printing needs. In the proposal, we outline the services provided by ACP. This year marks our 43rd anniversary as an independently-owned company, dedicated to our mission of providing our customers and our team with an unparalleled experience in the office solutions industry. We achieve this through our commitment to: Superior Service that allows our customers to focus on their core business. Flexible and Creative Programs designed to improve efficiencies and increase profitability for our customers. Active Involvement in our communities. Developing Outstanding People with unwavering loyalty and integrity. Ongoing Investment in partner relationships to provide state of the art technologies and support. Excellence through our unrivaled work ethic. ACP’s experience with digital document creation, workflow, and management technologies allows us to design the optimal fleet solution for the University. A technology refresh with ACP will enhance the University’s ability to leverage a greater level of integration to further simplify device fleet administration, while benefitting from industry-leading data security driven functionality. On behalf of our team at ACP, we appreciate the opportunity to present our recommendations for CMU. Sincerely, Chris Condon All Copy Products Western Slope Sales Manager 503 Colorado Ave. (970) 628-7476 Grand Junction, CO 81501 [email protected] 2 | P a g e TABLE OF CONTENTS Statement of Work…………………………………………………………....……………………………………………………………………4 Solution Recommendations…………………………………………………………………………………………………………………..20 Maintenance Agreement Pricing……………………………………………………………………………………………………………25 Exceptions to Contract Terms………………………………………………………………………………………………………………..26 Appendices: Appendix A – Sample Invoice…………………………………………………………………………………………………….28 Appendix B – Sample Reports……………………………………………………………………………………………………32 Appendix C – Sample Contract..………………………………………………………………………………………………..37 Appendix D – Exhibit A Fee Proposal…………………………………………………………………………………………40 3 | P a g e BACKGROUND, OVERVIEW AND GOALS: Colorado Mesa University is renewing the copier fleet for the campus in September 2020. The current fleet consists of 51 multifunction printers (MFP)/copiers across the main Grand Junction, CO campus with one device at the Archuleta Engineering Campus (AEC) and one device at the Montrose campus. The incumbent copier manufacturer on campus has been Konica Minolta since the first lease period in 2011. The current fleet information is provided in Exhibit A. The University’s current lease agreement is inclusive for all equipment, maintenance and consumables. The University will explore an option for a three or four year lease term with this RFP. The term of the contract will be the term most advantageous to the University in both cost and equipment performance. The goal of this solicitation is to secure for campus quality, easy to use equipment that is competitively priced with low administrative burden for contract compliance. Read and Understood STATEMENT OF WORK Equipment Exhibit A provides the current fleet composition and includes volume to date for each device. Vendors will review copier fleet data and provide two proposals. The first proposal will offer a like for like solution and the second, rather than proposing a like for like solution, vendor must offer equipment that is right sized for the application of the department while maintaining core functionalities and expected performance levels. It is the University’s desire to reduce complexity in the equipment, finishers suggested should offer the requirements expected in business environments. Read and Understood Equipment offered must have user interface parity across the fleet so each device control panel is similar no matter which campus department device is used. Read and Understood Copiers offered must be new devices; remarketed or reconditioned equipment is not acceptable. All copiers must have the functionality of printing from computer, secure print and scan to folder. Read and Understood Product Obsolescence. All equipment furnished under this RFP must be a model in current production or in production prior to order date, with an available supply of replacement parts guaranteed through the duration of the contract. Read and Understood If awarded model is discontinued during the term of the contract, the Vendor must provide the University with a comparable substitute at the prices quoted for the original model and its accessories. CMU reserves the right to accept the substitute based on its determination of comparability. Read and Understood Prior to proposal award, participating vendors may be required to demonstrate a complete understanding of copier functions and ease of copier operation to CMU for all equipment being proposed. The University may test products to ensure that the infrastructure/technical specification noted herein and all aspects of connectivity, functionality and compatibility with the University’s applications are met. The University may require that the equipment be tested onsite, as well as be asked to provide equipment for a trial period at no cost to the University. Read and Understood 4 | P a g e IT Information The University’s Information Technology (IT) Department oversees the campus network infrastructure and technology environment. The following items have been noted as critical for the success of equipment selected for campus: Web management interface tool allows IT administration access to a device while in use Read and Understood Account track can be enabled for all devices, user boxes and secure destination printing can be easily managed Read and understood All print jobs must be routed through the campus GoPrint environment, copier communication is not direct with client workstations Read and Understood Print settings must be configured on new devices prior to delivery, all copiers are to default to gray scale settings Read and Understood Spreadsheet with MAC addresses, copier models and features along with copier set up documentation must be provided prior to delivery Read and Understood Campus is currently using RightFax and does not anticipate fax enabled hardware requirements Read and Understood Campus fleet currently has 10 devices utilizing NSI Autostore for Banner Document Management – xTender Through our partnership we will work with the University to ensure we are recommending the most cost effective solution to provide integration between the MFD’s and the 3rd part system that the district is currently utilizing. Without having true knowledge as to how this is being utilized further discovery will be necessary. Devices should continue operation while displaying consumable notices such as toner low, staples out, three-hole punch paper tray full etc. Read and Understood Performance Each copier will be required to perform according to the specified monthly volume for the entirety of the agreement term. Read and Understood Loaner: If any device is unable to perform as required for more than 32 hours of normal business operation, Contractor shall provide a loaner. Loaners must be delivered to required location in less than 48 hours from determination of loaner requirement. Read and Understood Parts: In addition to parts replacement due to failure Contractor shall replace parts according to manufacturers estimated replacement recommendations with Original Equipment Manufacturer (OEM) parts only. Read and Understood Removal: Contractor shall be responsible for removal of all equipment upon expiration or termination of Lease. Read and Understood Consumables: The University maintains a supply stock of consumables for copiers in the campus central warehouse ensuring no department need wait for replenishment. The University will continue this model with the next contract. Read and Understood Moves: The University continues to expand and move departments, requiring device movement within the term of the lease. Offeror must provide a timely, flexible, local moving solution to address requests as they are made. Read and Understood 5 | P a g e Full Service Maintenance Agreement The contractor shall make all required and necessary repairs and adjustments of the equipment, including the replacement of parts without charge and will keep the equipment in good working condition in accordance with the manufacturer’s standards and specifications. Maintenance shall include the cost of labor for the replacement of the copier’s drum, toner, ink, developer and all consumable items, photo conductor, masters and like transfer materials with Original Equipment Manufacturers (OEM) parts and supplies for all leased copiers. Read and Understood Maintenance service shall also include but not be limited to monthly preventive maintenance,
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