Journalism Equipment

Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 1 THE BOARD OF EDUCATION FOR DOUGLAS COUNTY SCHOOL DISTRICT 0001 (OMAHA PUBLIC SCHOOLS) INVITES BIDS ON: Multifunction Printers, Printer Accessories, Parts and Toner BID NUMBER: #24-033 BID DUE: April 18, 2024 at 2:00PM CST Please include the bid number on all correspondence. Submit email electronic replies to locked bid box: officesupbids@OPS.ORG Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 2 DISTRICT OPERATIONAL SERVICES PURCHASING DIVISION 3215 CUMING STREET OMAHA, NE 68131-2024 PHONE – 531-299-0229 BID NUMBER: #24-033 DATE ISSUED: March 21, 2024 DATE DUE: April 18, 2024 at 2:00 PM CT TITLE OF BID: Multifunction Printers, Printer Accessories, Parts and Toner I. BID INVITATION: Douglas County School District (Omaha Public Schools) (“OPS”) invites qualified suppliers to submit bids to furnish OPS with Multifunction (Standard Network, Print, Scan, Copy and

Optional Fax) Printers (“MFPs”), MFP accessories, toner and parts (collectively referred to herein as “Products” and may be also referred to individually as a “Product”) that comply with the Product Specifications in the Bid Documents. The bid price quoted in the bid shall include a single per item price. Bids must be submitted in accordance with the requirements stated in these Bid Documents. The Bid Form that is a part of the Bid Documents contains two (2) sections; Section 1 addresses Product cost and Section 2 addresses replacement/spare parts costs, training, and technical support information. For a bid to be considered, both Sections must be completed. The Bid Documents include this Bid Invitation, the Bid Submission Instructions, the General Terms and Conditions, the Product Specifications, and the bid form. II. BID SUBMISSION INSTRUCTIONS: To be considered, bids must be submitted in accordance with these bid instructions: 1. Bid Preparation. All bids must be completed and submitted on the unaltered OPS bid form that is a part of the Bid Documents. DO NOT SUBMIT BIDS ON ANY OTHER FORM. Unless specifically allowed in the Bid Documents, only one bid form may be submitted by any Bidder. All required blanks on the bid form must be completed and the final page of the bid form must be signed by an authorized representative of the Bidder. All prices are to be rounded off to two decimal points. All prices should be quoted F.O.B. Omaha Public Schools designated delivery site(s) in Omaha, Nebraska. The amount bid shall be the total cost to OPS for the Products or services specified, inclusive of all the services enumerated in the Bid Documents, together with all insurance costs, handling, delivery costs, duties, surcharges, tariffs and brokerage costs and no additional amount will be paid by OPS to the successful Bidder for the Products or services delivered to OPS at the delivery points specified. No Bidder will be allowed to offer more than one price on each item. If the Bidder submits more than one price on any item, all prices for that item will be rejected. Even though a particular manufacturer’s name or brand is specified in the Bid Documents, bids will be considered on other brands of equal or better quality, unless the bid clearly indicates that a particular brand or Product (NO SUBSTITUTE) is required. On all bids on which an alternate brand or Product is allowed to be proposed by a Bidder, the Bidder shall indicate clearly the Product on which it is bidding, and shall supply a sample or descriptive data, to be attached to the original copy of the bid where applicable. Failure to submit the above information may be sufficient grounds for rejection of bid. OPS reserves the right in its sole discretion to determine whether an alternate brand is acceptable. In the event the bid is for an item that requires a Safety Data Sheet (SDS), Bidder shall include such SDS with Bidder’s bid proposal. Bids that attempt to change, modify or add additional terms and conditions to the Bid Documents by conditioning a bid response upon the acceptance by OPS of contract terms attached to a bid response or referencing in a bid response certain contract terms on a web site shall be considered non-complying bids by OPS and the bid may be rejected by OPS. Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 3 2. Bid Questions: Any questions or requests for interpretation of these Bid Documents must be submitted in writing by e-mail to officesupbidsqa@ops.org by 2:00 p.m. CT on April 1, 2024. The communications requirements have been established by OPS to ensure a fair and equitable process for all potential Bidders. The email address listed above for questions is the only authorized location and representative of OPS who can respond to questions regarding this bid. Questions submitted in any other manner, submitted to the wrong email address or submitted after the deadline for submission of questions will not be answered. Any attempt to communicate with or contact any Board Member, employee or consultant of OPS in any manner having to do with any aspect of this bid may result in the disqualification of the Bidder as a potential Bidder. Answers to questions will be provided to all potential Bidders known to OPS to have requested the Bid documents, without indicating which potential Bidder submitted the question. 3. Bid Submission: All bids must be submitted to OPS by email to the following locked e-mail bid box address: officesupbids@ops.org. All submitted bids must comply with the following requirements: a. The bid must be submitted in a pdf format. b. The bid must be attached to and submitted with a transmittal email that contains the following language in the subject line of the email: “Bid attached for Bid No. 24-033 Multifunction Printers, Printer Accessories, Parts and Toner.” c. Include with the bid as Attachments the following: • Manufacturer Product Specification Sheet(s). Bidders must include in their bid response the manufacturer’s specification sheet(s) for each of the Products bid. For the OPS Classification MFP-1 Multifunction Printer and the OPS Classification MFP-2 Multifunction Printer, the manufacturer’s specification sheet should include the print speed and number of pages per month for which the Product is designed, and include specifications supporting the technical requirements in Article IV Product Specifications, Section 3 (if not included in the manufacturer’s specification sheet additional documentation should be provided). The OPS Classification Codes are further explained in Article IV Product Specifications, Sections 3 and 5. • Additional documentation to support technical specifications if not included in Manufacturer Product Specification Sheet(s). • If OPS will be required to sign any software license agreements in connection with the use of the Products, bidders should include a copy of each such license agreement with their bid. • Current Manufacturer Warranty(s). • Current and complete manufacturer’s spare and/or replacement parts list for MFP-1 and MFP-2 Products. This list must also designate which of those parts are considered scheduled maintenance parts. • Material Safety Data Sheets. • OPS staff training plans to include Factory Certified (or equivalent) Service Technician Training and Key Operator Training. The training plan for the Service Technician training must include the proposed location of training, qualifications of training instructors, and details of training course. d. The Signature Page in the Bid Form must be completed and must be signed by an authorized representative of the bidder. Unsigned bids may be rejected by OPS. Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 4 Bids submitted in any other form, including hard copy, facsimile and telephone bids, along with bids submitted to an email address other than the one indicated in these Bid Documents will NOT be accepted. E-mail bids must be submitted to the locked e-mail bid box by the time and date specified on the Bid Documents. 4. Bid Submission Deadline: Bids are due at 2:00 p.m. Central time on the due date specified in the Bid Documents. Bids received after 2:00 p.m. Central time on the due date are considered late and will be deleted unopened from the OPS’ locked email box. OPS is not responsible for ANY late bids due to failure or delay in e-mail delivery. The bid must be received by the time and date indicated on the Bid Documents. Please allow enough time for delivery. The risk of delivery rests solely on the Bidder. Late bids will not be accepted. The time stamp on the OPS’s email shall be the official clock for determining when the time for submission of bids has closed. 5. Bid Withdrawals and Resubmissions: Withdrawal of a bid may be made by a Bidder prior to 2:00 p.m. Central time on the bid due date. A withdrawal may only be done by the Bidder via an e-mail message to the same locked e-mail bid box where the bid was originally submitted, with the notation of the subject line stating “Withdrawal of Bid No. 24-033, Multifunction Printers, Printer Accessories, Parts and Toner”; and actually received by the OPS Purchasing Division prior to the date and time of the bid submission deadline. An attempted withdrawal in any other form, including a hard copy, facsimile, telephone or oral withdrawal request will not be honored. An e-mail bid addendum or bid modification in lieu of a withdrawal is NOT acceptable and will be rejected. If properly withdrawn, a bid may be resubmitted in accordance with the Bid Documents so long as it is resubmitted prior to the deadline for submission of bids. All bids submitted and not withdrawn as specified in the Bid Documents shall remain open and be subject to acceptance for 90 days after the bid due date and may not be withdrawn prior to the expiration of such 90-day period. 6. Bid Opening: Those submitting bids can attend the opening by accessing Microsoft Teams meeting at 1 402-509-3892 within the United States, Phone Conference ID: 227 223 438# so that bids can be opened in public immediately following the close of the time specified for submitting bids in the presence of the firms or representatives of the firms submitting bids. 7. Contractors’ Evidence of Responsibility: OPS may require, as a part of the evaluation of the bids received, for one or more bidders to furnish to OPS prior to the award of the Contract, documentation satisfactory to OPS and that the bidders maintain a sales and service location within a 100 mile radius of the Omaha, Nebraska, city limits, and that they have adequate equipment, finances, a local stock of parts and consumables in sufficient quantity to service Products purchased by OPS, and sufficient personnel to provide the Products, services, and training required in a satisfactory and expeditious manner. A Bidder may also be required to establish to OPS’s satisfaction that the bidder is an authorized dealer for the Products being proposed, that bidder can provide necessary services and warranties for Products bidder proposes to furnish and that Bidder can provide all the training required. 8. Bid Award: OPS reserves the right to reject any or all bids or any part thereof and to waive any and all technicalities and irregularities. OPS reserves the right to make multiple awards to Bidders for some of the Products specified or may award the bid to one Bidder for all Products. The OPS Board of Education must approve all bid awards and contracts of $50,000.00 or more. Except due to a holiday or an extenuating circumstance, the Board generally meets the first and third Monday of each month for approval of bids and purchases. Approval or award of a bid by OPS or its Board of Education does NOT constitute a contract between OPS and the Bidder, and no contract shall be deemed created, nor shall OPS be deemed obligated in any manner to Bidder, until such time as a contract is signed by Bidder and OPS. OPS will either sign a contract with the Contractor (the “Contract”), issue an official purchase order to the successful Bidder which will constitute a Contract with OPS for the purchase of the Product or Products specified in the Contract or purchase order. The Contract or purchase order will incorporate by reference into the Contract or purchase order the Contract Documents (defined in Article III General Terms and Condition, paragraph 1 below). OPS will submit to the successful Bidder, after the bid award, the contract form that will be utilized by the parties. Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 5 9. Collusive Bidding: The Bidder’s submission of its bid response is the Bidder’s representation and guarantee to OPS that the prices quoted have been arrived at without collusion with any other eligible Bidders and without an attempt to preclude OPS from obtaining the lowest possible competitive price, influencing the prices quoted by any other eligible Bidder or discouraging other potential Bidders from bidding. 10. Bid Tabulations: Bid tabulations are available for review, by appointment, in the Purchasing Division offices. Copies of the bid tabulations are available. The cost for a bid tabulation copy is $5.00 for any tabulation up to 20 pages in length. There is an additional charge of $.25 for each page in excess of 20 pages. Make checks payable to Douglas County School District 0001. Bidders may include a request for a bid tabulation copy with its bid response or may contact the OPS buyer to make a request. The OPS buyer will notify the Bidder regarding the cost of the bid tabulation once it is known. III. GENERAL TERMS AND CONDITIONS. The following terms and conditions, along with the remainder of the Bid Documents, will become a part of the Contract or purchase order between the successful Contractor and OPS. The term “Contractor” as used herein, means the successful bidder that is issued a purchase order by OPS or who contracts with OPS to furnish the Products or services being bid. 1. The Contract or Purchase Orders: The Contract or official purchase order that is issued by OPS to the Contractor will constitute the Contract with OPS for the purchase of the Products or services specified in the Contract or purchase order and will incorporate into the Contract by reference the Bid Documents and Contractor’s completed bid form (all of the foregoing documents, including the Contract or purchase order, are collectively the “Contract Documents”). In the event of a conflict between the terms of the Contractor’s completed bid form and the remainder of the Contract Documents, the remainder of the Contract Documents shall control. Bids are requested for an initial two-year term (the “Initial Term”), plus three one- year option terms (“Extension Terms”) (the Initial Term and the Extension Terms elected by the District are collectively referred to as the “Term”). The Initial Term shall commence upon execution of the Contract by OPS and the Contractor or issuance of the first purchase order by OPS, which ever first occurs and shall end two (2) years thereafter unless extended by OPS as provided herein. The Contractor will provide and install the Products ordered from time to time by OPS at the prices specified in the Contractor's bid proposal for the Initial Term and for any Extension Terms elected by OPS. OPS may exercise its option to extend the Term for one or more of the Extension Terms by giving written notice of the exercise of such option to the Contractor at any time prior to the expiration of the Initial Term or of the then current Extension Term, as applicable. All terms and conditions of the Contract Documents would remain in effect for each such Extension Term elected by OPS with the exception of any price change that was included in the Contractor’s original bid for the applicable Extension Term. 2. Taxes: OPS is exempt from state and city sale and use taxes and no sales taxes shall be included in the bid or collected from OPS. The OPS tax-exempt number is 05-0597767. OPS will provide the Contractor with its tax-exempt form upon request. Where Federal statutes exempt OPS from the payment of excise or manufacturer’s taxes on materials or equipment, Contractors shall exclude the amount of any Federal excise or manufacturer’s taxes from its bid. 3. Compliance with the Law: Contractor shall comply with all applicable federal, state and local laws, ordinances, regulations and codes in the performance of the Contract. Contractor shall have the necessary rights, licenses and approvals required to provide the specified Products and services. Contractor represents that it is not listed on the non-procurement portion of the General Services Administration's "List of Parties Excluded from Federal Procurement or Non-procurement Programs" in accordance with Executive Orders 12549 and 12689, "Debarment and Suspension" (See 45 CFR part 76.) as the same may be amended from time to time. 4. Invoices: Invoices will not be submitted to OPS until the Products furnished to OPS that are included in the invoice have been delivered and accepted by OPS at the delivery point. All invoices must be sent by email to the OPS Accounts Payable Division at acctspayable@ops.org and shall contain the OPS purchase order number on the face of the invoice. Invoices must be approved and processed 10 workdays prior to the next Board date where approval is requested for payment. Payments are generally issued the Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 6 Tuesday following the Board meetings on the first and third Mondays of a month, except in those instances when the normal twice-monthly Monday Board of Education meeting is delayed, due to a holiday or other extenuating circumstance. 5. Civil Rights: Contractor will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352), as amended by the Equal Opportunity Act of 1972, all requirements imposed by or pursuant to the Regulations of the Department of Education (34 C.F.R. Part 100) issued pursuant to that title, the Pregnancy Discrimination Act of 1978, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran's Readjustment Assistance Act of 1974, Title IX of the Education amendments of 1972, the Age Act of 1972, the Americans With Disabilities Act of 1990, the Genetic Information Nondiscrimination Act of 2008, and the Nebraska Fair Employment Practice Act, Neb. Rev. Stat. §48- 1122. Contractor agrees no person in the United States shall on the grounds of race, color or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which OPS receives federal financial assistance from the Department; and hereby gives assurance that the Institution will immediately take any measures necessary to effectuate this Agreement. Contractor further agrees to comply with all applicable requirements of state and local laws, ordinances, and regulations regarding nondiscrimination in employment. Contractor agrees not to discriminate in its employment practices and will render services under this Agreement without regard to race, color, national origin, religion, sex (including pregnancy), marital status, sexual orientation, disability, age, genetic information, gender identity, gender expression, citizenship status, veteran status, political affiliation or economic status. Any act of discrimination committed by Contractor or failure to comply with these statutory obligations when applicable shall be a default under the Contract Documents. 6. Employment Eligibility: If the Contract with OPS requires physical performance of services in the State of Nebraska, as determined under Nebraska law, the Contractor awarded the Contract shall be required to register with and utilize an electronic verification system or program, whether the work authorization program of the Illegal Immigration Reform and Immigrant Responsibility Act of 1996, 8 U.S.C. 1324a, now known as the “E-Verify Program” or an equivalent federal program designated by the Department of Homeland Security or other federal agency authorized to verify the work eligibility status of a newly hired employee pursuant to the Immigration Reform and Control Act of 1986. Contractor shall contractually require all subcontractors performing work under such Contract to also register and utilize such electronic verification system. The Contractor awarded the Contract and all of such Contractor’s subcontractors shall use such electronic verification system to determine the work eligibility status of each new employee physically performing any services within the State of Nebraska under the Contract. Any person whom the electronic verification system determines is ineligible or not authorized to work in the United States shall not be permitted by Contractor nor any subcontractor to perform services in Nebraska under such Contract. Contractor shall provide such reasonable documentation as OPS may request from time to time during the performance of the Contract and for 5 years thereafter documenting compliance with the provisions of this Section. Failure to comply with these provisions will constitute a default under any Contract awarded by OPS. 7. No Assignment: Contractor awarded the Contract or issued the purchase order shall not assign the same in whole or in part to any other person or entity without the prior written consent of OPS, which consent OPS may withhold in its sole discretion. No interest of Contractor in the Contract shall be transferred by operation of law. 8. Subcontracting: If Contractor intends to utilize subcontractors for the performance of any services under the Contract, OPS shall have the right to review any subcontractors that the Contractor intends to use for this Contract. Any approved subcontractor shall meet all requirements of the Contract. Subcontractors selected by the approved Contractor will be the direct responsibility of such Contractor and not OPS. The responsibility for coordinating and managing the activities of a subcontractor lies with the Contractor and not OPS. 9. Other Purchases: OPS shall, during the Term of the Contract, acquire from the Contractor all Products of the type described in the Contract that OPS may decide to purchase from the Contractor. Nothing stated Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 7 herein, however, shall be deemed to prohibit OPS from acquiring products from other vendors that perform similar functions but meeting other specifications needed by the District that are not met by the Products referenced in Contractor’s Contract. In the event that OPS has printer needs that require acquisition of products that are not within the specifications of any Product that the Contractor agreed to furnish under such Contract, OPS may then acquire products meeting the OPS requirements from another vendor. 10. Termination of Contract: In the event that the Contractor awarded the Contract or is issued a purchase order fails or refuses to perform such Contract or purchase order according to its terms, or in the event such Contractor otherwise defaults in the performance thereof, OPS may, in addition to all other rights that it may have at law or equity, terminate such Contract or purchase order, and may enter into a contract with another vendor for the same product or service. Any additional costs incurred by OPS in obtaining such Products or services from a substitute contractor, shall be paid by Contractor to OPS, in addition to any other damages that OPS may have suffered due to such default. 11. Governing Law, Jurisdiction, and Forum Selection. The laws of the State of Nebraska shall govern the interpretation and performance of the Contract between OPS and Contractor and of the Contract Documents, without regard to its conflicts of laws principles. The Contractor who enters into the Contract with the OPS shall irrevocably consent and submit to the personal jurisdiction of the state and federal courts of Nebraska. Any action brought to enforce or interpret any provision of the Contract Documents shall be brought in the state or federal courts located in Douglas County, State of Nebraska. The Contractor hereby acknowledges and agrees that the state and federal courts located in Douglas County, Nebraska, are proper and convenient forums in which to litigate any matter pertaining to the Bid Documents or the Contract. IV. PRODUCT SPECIFICATIONS. The Contractor awarded the Contract will be expected to furnish the Products to OPS that comply with the following specifications: 1. Products to be Furnished. Contractor agrees that it will supply OPS with the Products or services specified in purchase orders issued any time during the Term by OPS. Such Products or services will be furnished and delivered on or before the delivery date and at the location specified in each such purchase order. All Products shall be new and unused, free of defects, and undamaged at the time of delivery. Factory re-manufactured products are not acceptable and will not be provided by Contractor. The Products provided by Contractor shall have all warranties and certifications required by the Contract Documents or which are otherwise provided by the Contractor and manufacturer. Contractor’s price for the Products ordered by OPS is the price provided in the Contract that is in effect at the time Contractor receives the purchase order. That price shall be the total amount to be paid by OPS for each Product and any other Products to be supplied with the Product, and shall include all warranties, shipping of the Product and any related Products F.O.B. to the specified OPS delivery location, and shall also include the cost of providing all insurance coverage, duties, tariffs and brokerage charges necessary to complete delivery to OPS. 2. Warranty. All Products supplied by Contractor shall have a minimum 36-month manufacturer’s warranty. The manufacturer warranty period shall commence for each Product from the date OPS accepts such Product at the delivery site. In addition to the manufacturer’s warranty, all Products shall have a minimum 90-day Contractor provided warranty. The Contractor warranty shall include all needed preventative maintenance, on-site service calls, repairs, parts, and labor for the warranted Product at no cost to OPS during the warranty period. The Contractor warranty period shall commence for each Product from the date OPS accepts such Product at the delivery site. All warranty work shall be performed at the Product site unless equivalent replacement Product is furnished at no cost to OPS during any time that the Product is removed from the delivery site. Contractor shall provide all warranty work with its own personnel. 3. Quantities and Pricing. OPS will determine when Products are to be purchased during the Term, as needs dictate and budgets allow. OPS does not guarantee that any particular quantity of Products will be purchased by OPS or that OPS will purchase all Products specified in the Bid Documents. OPS may order Products at any time and from time to time during the Contract Term as needed by OPS and at the Contract price. A quantity estimate based on a 5-year average is fifteen (15) MFPs annually. Orders for Products placed by OPS on or before the end of the Contract Term which are not delivered to OPS prior Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 8 to the expiration of the Contract Term, shall nevertheless be provided by Contractor at the Contract price. All terms of the Contract Documents shall apply to such orders notwithstanding the expiration of the Contract Term. 4. Minimum Product Specifications. The Products to be provided by Contractor must meet the following minimum specifications. These Bid Documents seek bids on multiple types of Products. The specifications for each Product being requested are set forth below. 5. Technical Specifications. The MFP-1 and MFP-2 Products must meet the following technical requirements as set forth in the Contractors Bid response that is part of the Contract Documents. The references to MFP-1 and MFP-2 are OPS Classification Codes for the Multifunction Printers identified in Article IV. Product Specifications, Section 4 above. The MFP-1 and the MFP-2 Products must: a. Operate on OPS’s ethernet network. OPS Classification Code Description/Specifications MFP - 1 -Black and White -Multifunctional (standard network, print, scan, copy & optional fax) -60 pages/minute max print speed -Production capacity of at least 225,000 pages per month -Includes all hardware and software to enable immediate connectivity with OPS network upon install -Kyocera TASKalfa 6004i or equivalent MFP - 2 -Black and White -Multifunctional (standard network, print, scan, copy & optional fax) -50 pages/minute max print speed -Production capacity of at least 200,000 pages per month -Includes all hardware and software to enable immediate connectivity with OPS network upon install -Kyocera TASKalfa 5004i or equivalent MFP Accessory - 1 -320 Sheet Dual Scanning Document Processor with Multi-Feed Sensor -Compatible with MFP-1 and MFP-2 -Kyocera DP-7160 or equivalent MFP Accessory - 2 -1,000 Sheet Staple Finisher -Compatible with MFP-1 and MFP-2 -Kyocera DF-7120 or equivalent MFP Accessory - 3 -Dual 1,500 Sheet Paper Trays – Letter Size -Compatible with MFP-1 and MFP-2 -Kyocera PF-7150 or equivalent MFP Toner - 1 -Black toner -Compatible with MFP-1 and MFP-2 -Unit of measure is each (cartridge) -Kyocera TK-6347 or equivalent MFP Toner - 2 -Black toner -Compatible with Kyocera TASKalfa 4002/3i, 5002/3i, 6002/3i MFPs -Unit of measure is each (cartridge) -Kyocera TK-6327 or equivalent Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 9 b. Serve as a network printer receiving data from currently supported versions of Windows and Macintosh computers located on OPS’ network. The machine can be assigned a dynamic IP address (DHCP). OPS’ network consists of 1000BASE-T Ethernet. c. Scan documents and send resulting computer file(s) as either a TIFF or PDF. The user must be able to select from both file formats. d. Communicate to OPS file server(s) and desktop computer(s). When communicating to a desktop computer, Contractor must provide all required software to allow that computer to receive files from the specified Product. The Products must be able to send files to currently supported versions of Windows and Macintosh computers located on the OPS’ network. The Product may have either a dynamic IP address (DHCP) or static IP address. The ability to send to all listed machines and both types of IP addresses is required. If software is required for OPS file servers to receive files from the Product, such software must be provided at no additional cost to OPS. e. Allow OPS computer users to e-mail documents from the Product using standard e-mail ports and protocols - compatible with current and future e-mail applications (specifically, the Simple Mail Transfer Protocol). OPS currently uses the Microsoft 365 e-mail system. f. Process postscript data. g. Print both wirelessly and with USB connected devices. h. Have hard drive wiping security options. i. Have optional print management functions including personalized access, usage tracking and volume parameters. 6. Delivery and Installation. The Products ordered by OPS will be delivered F.O.B. directly to the individual OPS locations specified by OPS in the purchase order. Delivery may be made to OPS only after a valid purchase order has been issued by OPS. In the event that multiple orders of a Product are specified, a valid purchase order will need to be issued for each order. Products ordered by OPS are to be installed by Contractor and fully operating to OPS’s satisfaction, at the specified OPS location. Upon installation and without additional charge, Contractor shall make such equipment operational, including network connectivity if network drop is provided, in accordance with the requirements of the Contract Documents and the manufacturer's specifications. All equipment shall be subject to inspection by OPS personnel prior to acceptance to determine compliance with the Contract. Contractor will immediately correct any defects or deficiencies noted by OPS at Contractor's cost. The Contractor warranty term will not commence until acceptance of the equipment by OPS has taken place. Only authorized representatives of OPS may accept any equipment. The specific delivery site will be stated in the purchase order. All deliveries must be made between the hours of 8:00 am and 2:30 pm Central time on those days when OPS is open for the conduct of business. Contractor must adhere to any delivery date specified in the purchase order or in Contractor’s bid response, if indicated. Products shall not be left on a loading dock but should be delivered in person to an OPS representative. Immediately after installation, all packing and shipping materials shall be removed from the OPS site by Contractor. Ownership of all Products shipped to OPS passes to OPS at the time delivered and accepted by OPS at the delivery point. All risk of loss to any Products will remain with the Contractor until accepted by OPS at the delivery point. 7. Safety Data Sheets: Contractor shall furnish OPS with at least one hard copy of safety data sheets (SDS) as stated in 29CFR 1910.1200 or under the GHS, for each product, chemical substance, mixture, preparation, including any treated materials or fabric used in the construction or manufacture of this Product or material requiring a SDS directly to OPS’ Environmental Division, 4041 N. 72nd Street, Omaha, NE 68134. Electronic submittals are also acceptable – send to safetydatasheets@ops.org. Contact Environmental at 531-299-0180 for further directions. Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 10 8. Risk of Loss and Damage: Title to any Products supplied by Contractor to OPS will not pass to OPS until it is delivered at the designated school and accepted in writing by authorized OPS personnel. Title will pass to OPS free and clear of any adverse claim or encumbrance. All risk of loss or damage to any Product supplied by Contractor will remain with the Contractor until accepted by OPS after delivery. Any Product supplied by Contractor that is lost, stolen, or damaged prior to such acceptance in writing by authorized OPS personnel will be promptly replaced by Contractor at its cost. 9. Product Models Furnished: All Products furnished by the Contractor during the Contract Term shall be supplied by the same manufacturer and shall be the same model as specified in Contract Documents. In the event that at the time OPS orders any Product that Contractor has agreed to supply, the Product specified in the Contract Documents has been discontinued, the features or performance of the Product that Contractor agreed to furnish have been materially changed or eliminated so that the Product no longer meets the Product specifications required by the Contract Documents, or the Product is no longer available to Contractor for any reason, Contractor shall so advise OPS and shall propose a substitute Product from the same manufacturer that is the latest current model which meets or exceeds all of the specifications and requirements of the Contract Documents and is reasonably acceptable to OPS. Once approved by OPS, such substitute Product shall be furnished to OPS by Contractor at a price that is the lesser of the price provided in the Contract Documents for the Product that it replaces, or the price quoted by the Contractor publicly for the replacement Product. Factory remanufactured equipment will not be accepted as replacement Product for a discontinued model Product. In the event that the Product being supplied by Contractor under the Contract is manufactured or supplied to Contractor by a third party manufacturer which is not the company whose name appears on the Product (e.g., the product is an ABC brand product, but is manufactured by XYZ company), and the actual manufacturer of the Product changes during the Term of the Contract, there shall be no change in the price of any Product being furnished by Contractor to OPS as a result thereof. If the actual manufacturer of the Product does so change, the Product then supplied must meet or exceed the specifications for the original model. If the Product then supplied does not meet or exceed the specifications for the original model, then Contractor shall furnish a replacement Product in the manner provided above that meets or exceeds such specifications at no additional charge to OPS. In the event during the Contract Term, there is any change in the Product furnished by Contractor or in the event there is a substitute Product proposed by Contractor as provided in this section or in the event there is a new manufacturer of the Product, Contractor will provide, at its cost, factory certified training, or its equivalent, for maintenance and repair, to designated OPS personnel, for such modified or substituted Product as necessary to continue the ability of designated OPS personnel to maintain and repair such Products. 10. Product Upgrades: If at any time during the Contract Term, the manufacturer of the Product being provided by Contractor makes any upgrades to the Products, Contractor will furnish and install, without cost to OPS, such upgrades on all Products previously sold to OPS by Contractor under the Contract. As used herein, the term "upgrade" means any change to the Product, including Product software, that makes the equipment function more reliably or efficiently or corrects a defect or vulnerability in the Product or its software. If such upgrade causes parts or consumables previously purchased by OPS for its inventory to become obsolete or unusable by OPS, Contractor will, without charge, exchange such parts for new parts that can be used by OPS. Contractor shall also, upon request by OPS, train any previously trained OPS Service Technician in the maintenance and repair of such upgrades. 11. Technical Support: All service calls, preventative maintenance, and repairs by Contractor shall only be made during OPS's regular business hours. Service calls for Product warranty work shall be made within one (1) business day of receipt by Contractor of the request for service from OPS. If the Product is under warranty and the anticipated repairs will result in such equipment being inoperable for a period of 48 hours or more, Contractor will furnish and deliver equivalent replacement equipment to OPS while repairs are underway at no cost to OPS. At OPS's request, Contractor will make out-of-warranty service calls at the hourly rate specified in the Contract. OPS's Maintenance Division must pre-authorize any out-of-warranty service calls. Any parts needed for out-of-warranty services shall be charged to the District at the price Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 11 determined in accordance with Section IV.12 of these Product Specifications. Contractor shall during the Term of this Contract maintain an adequate staff of factory trained service technicians at the Contractor’s identified sales and service facility to perform warranty and out-of-warranty service work when requested. All warranty and service work shall be performed only by Contractor's employees or Manufacturer's employees and shall not be subcontracted or performed by others. 12. Contractor’s Facilities; Parts: Contractor shall maintain, within a 100-mile radius of the city limits of Omaha, Nebraska, during the Term of the Contract, a sales and service facility with a full stock of replacement parts for all Products bid. Contractor must be an authorized dealer for the Products Contractor is to provide. Contractor’s facility shall be adequately staffed during normal business hours to respond to OPS's orders for parts and service and will at all times maintain an adequate supply of parts and consumables to service the Products acquired by OPS under the Contract. Contractor will provide the most commonly used parts within one business day of order placement by OPS. Contractor shall sell to OPS any parts requested at a price that is the specified percentage over dealer cost as reflected in the Contractor's Bid Proposal and in the Contract Documents. As used herein, the term “dealer cost” means the cost to the Contractor for the applicable spare or replacement part after deducting all discounts, rebates, and incentives available to the Contractor. The discounted price will include all shipping and handling costs to deliver the parts to the designated OPS site. OPS reserves the right to purchase replacement parts from other suppliers. During the Term of this Contract, the Contractor’s account representative shall consult with OPS representative(s) from time to time to review procedures and methods to reduce copying costs and to more efficiently utilize the Products. 13. Key Operator Training: Immediately upon acceptance of each ordered Product, key operator training will be provided by Contractor at no additional charge to designated OPS personnel to include operating and basic maintenance of the Product. Such training shall be sufficient to enable the key operator to instruct other personnel in the proper operation of the Product, and to perform other minor maintenance and service functions, such as replacing toner, clearing paper paths and the like. During the Term of the Contract, upon the request of OPS staff, Contractor shall train, at no additional cost, additional key operators to replace key operators no longer employed by OPS. Refresher training will be made available whenever a new model Product is installed at no additional charge to OPS. 14. OPS Service Technician Training: OPS personnel shall maintain the Products after Contractor warranty expiration. Upon request by OPS, prior to the end of the warranty period for the first Product provided to OPS for each model type furnished by Contractor under the Contract, Contractor will provide all necessary factory-certified training, or its equivalent, in accordance with the Contractor’s written training plan, for up to three (3) OPS maintenance personnel who will service and maintain the Products purchased from Contractor upon expiration of the Product’s warranty. Any cost for this training shall be as set forth in the Contract. The designated OPS personnel training shall take place at the Contractor's sales and service facility that is within 100 miles of the Omaha city limits or at another location within the Omaha, Nebraska metropolitan area, so that the designated personnel will become factory-certified Product repair technicians or the equivalent of factory-certified Product repair technicians for all Products provided by the Contractor to OPS during the Term. Contractor must furnish to the designated maintenance/repair personnel all necessary training at such locations for such personnel within the Omaha, Nebraska metropolitan area to achieve the substantial equivalent of factory certified training so that such OPS personnel will be able to fully service the Products after the expiration of the warranty period. Training shall be the same training as is given to factory-certified repair technicians or its equivalent and shall be sufficient to enable such employees to be factory-certified, or its equivalent, to perform all preventative maintenance, service, and repairs necessary for such equipment. During the Term of the Contract, Contractor shall similarly train additional OPS employees as designated by OPS from time to time at the cost set forth in the Contract. Contractor shall also, from time to time during the Term of the Contract, provide, at no additional charge and at the locations specified above, factory certified training or its equivalent for all designated OPS service technicians to cover any upgrades to previously purchased equipment. If the successful Contractor is providing factory certified training, OPS Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 12 technicians will, upon completion of any factory certified training, receive a certificate or some other form of official, manufacturer-provided documentation indicating that OPS technician is "factory certified" to perform maintenance and repair on Products being purchased by OPS. An officer of the Product manufacturing company must sign the certificate or other official training documentation. Contractor has submitted a written training plan with its bids to indicate how it intends to provide for the training of designated OPS personnel throughout the Contract Term. Upon execution of the Contract, Contractor will provide to OPS three (3) service manuals and/or technical manuals necessary for the maintenance and repair of the Products provided by Contractor. Contractor shall update such manuals and provide replacements thereof as such upgrades and replacements become available. If Contractor furnishes a new model of any Product or a replacement model, Contractor will furnish three (3) service manuals and/or technical manuals, together with upgrade and replacement materials for each such new model. Contractor agrees to furnish to OPS, at dealer cost, such those special tools, equipment, meters, and other items that are required for the OPS service technicians to service the Products. OPS will, at its discretion, determine whether to accept this offer from the Contractor. The term “dealer cost” is defined in Article IV. Product Specifications, Section 12. [Bid Form follows] Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 13 BID NO.: #24-033 Multifunction Printers, Printer Accessories, Parts and Toner Proposal of , a [___] corporation organized and existing under the laws of the State of ; a [___] limited liability company organized and existing under the laws of the State of ; a [___] partnership, organized and existing under the laws of the State of ; or an [___] individual (check appropriate box). TO: Omaha Public Schools Purchasing Division 3215 Cuming Street Omaha, Nebraska 68131-2024 The undersigned, having familiarized itself with conditions affecting the cost of furnishing the Products specified in the Bid Documents and the delivery costs thereof hereby proposes and agrees to furnish the Products described in Section 2 of the Product Specifications of the Bid Documents, as and when ordered by OPS, at the prices listed below, in strict compliance with the Bid Documents. The undersigned further certifies that the firm is capable of performing the Contract with OPS if awarded the bid and can meet the needs and requirements of OPS, that it understands the requirements of the Bid Documents and that other factors specified in the Bid Documents, in addition to the cost of the Products, may be considered in determining the successful bid or bids. The undersigned further acknowledges that once its bid is opened, it shall remain open and subject to acceptance by the OPS for ninety (90) days after opening and may not be withdrawn or modified prior to the expiration of such ninety (90) day period. The undersigned further acknowledges that OPS reserves the right to reject any or all bids and any part thereof and to waive all technicalities and irregularities. Multifunction Printers, Printer Accessories, Parts and Toner Section 1: OPS Classification Code Product Manufacturer Product Model Number Cost Per Item (two year Initial Term) Cost per Item (1st one year Extension Term Cost per Item (2nd one year Extension Term Cost per Item (3rd one year Extension Term MFP - 1 MFP - 2 MFP Accessory - 1 MFP Accessory - 2 MFP Accessory - 3 MFP Toner - 1 MFP Toner - 2 Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 14 Section 2: 1. Spare and/or Replacement Parts. Contractor proposes to sell spare and/or replacement parts for all Products (other than Toner) sold to OPS at any time during the Term of the Contract and thereafter for the additional period specified in this bid, at the following percentage mark-up over the bidder’s cost (see also Article IV. Product Specifications, Section 12): _______________________ percent (_______%) over dealer cost Contractor proposes that it will continue to sell spare and/or replacement parts to OPS for Products purchased by OPS under this Contract at the percentage mark-up referred to above for the following period of time following the date of expiration or termination of the Contract: __________ months. 2. Key Operator Training. Contractor acknowledges that if awarded the bid, it will be required to furnish key operator training, replacement key operator training and Refresher key operator training for OPS staff without cost to OPS as set forth in the Bid Documents. 3. OPS Service Technician Training. Contractor acknowledges, upon OPS request, that it will provide in- depth training to train up to three (3) designated OPS service technicians to become factory-certified service technicians, or the equivalent, for each Product furnished, as required in the Bid Documents at the cost set forth below. Such training shall be made available throughout the Contract Term, and the cost stated below shall remain fixed and not increased during such Term. The cost specified shall include all costs of training, including required books and materials. a. Cost per OPS Technician trained: b. Is previous experience or training necessary for Technician Training? Yes___ No___ c. If so, please describe the experience or training necessary: d. Is on-line training available? Yes_____ No _____ e. List any special tools, equipment, meters, and other items that OPS service technicians will need to have to be able to provide the necessary services and repairs to Products proposed to OPS in this Bid. 4. Out-of-Warranty Service. The undersigned proposes to provide on-site out-of-warranty service, if requested by OPS, during the Contract Term, for a charge of: Initial Term – 1st Year: $__________/hour Initial Term -- 2nd Year: $__________/hour First Extension Term: $__________/hour Second Extension Term: $__________/hour Third Extension Term: $__________/hour based on the actual time spent on OPS premises providing such service. This hourly rate shall be the total cost to OPS for such service calls, including the cost of personnel and transportation, but excluding the cost of any necessary parts. The price of all parts used for such service calls Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 15 shall be computed in the same manner as parts purchased by OPS under Section 2, paragraph 1 of this Bid Form and under Article IV. Product Specifications, Section 12. Attachments: • Manufacturer Product Specification Sheet(s) • Additional documentation to support technical specifications if not included in Manufacturer Product Specification Sheet(s) • All required software license agreements • Current Manufacturer Warranty(s) • Current Manufacturer Parts List for MFP-1 and MFP-2 (designating scheduled maintenance parts) • Material Safety Data Sheets • OPS Staff training plans to include Factory Certified (or equivalent) Service Technician Training and Key Operator Training. [Signature page follows] Omaha Public Schools #24-033 MULTIFUNCTION PRINTERS Page 16 SIGNATURE PAGE BID NO: #24-033 COMPANY NAME: ADDRESS: CITY/STATE/ZIP: TELEPHONE: FAX: E-MAIL: SIGNATURE: Bids must be signed to be valid. PRINTED NAME: TITLE: DATE: CONTRACT NAME: Please note below which contract the pricing above is based upon. Acknowledge Receipt of Bid Addendum: No._________________ Date____________________ No._________________ Date____________________ No._________________ Date____________________ BID NO: #24-033 Multifunction Printers, Printer Accessories, Parts and Toner and e-mailed to: BID LOCK BOX: officesupbids@ops.org DUE BY 2:00 PM (CT) on: April 18, 2024 mailto:officesupbids@ops.org