Multifunctional Copier Services

1 Milford Public Schools Request for Proposal Multifunctional Copier Services RFP # 2022/23-39 March 1, 2023 2 Milford Public Schools Thomas C. Parsons Municipal Office Complex 70 West River Street Milford, CT 06460 RFP #2022/23-39 I. GENERAL INFORMATION AND PROPOSAL SUBMISSION REQUIREMENTS A. Milford Public Schools (MPS) is soliciting comprehensive proposals for Multifunction Copier Services (MCS) from qualified firms. B. Proposals are to be submitted in writing by: No later than 12:00 (noon) p.m. on Friday, March 24, 2023 To the office of the Chief Operations Officer, Room #164 Thomas C. Parsons Municipal Office Complex 70 West River Street, Milford, CT 06460 Postmarks will not be considered. Proposals submitted on any other form will not be accepted as valid proposals and shall be grounds for disqualification. It is the sole responsibility of the Vendor to ensure that the proposal arrives on time at the designated place. MPS bears no responsibility for errors in any timepiece used

for purposes of calculating the cutoff time for submission of bids. The clock in the Chief Operations Officer’s shall be the official timepiece. If at the time of the submittal deadline MPS is closed due to uncontrolled events such as but not limited to fire, snow, ice, wind, or building evacuation, the deadline will be postponed until 12:00 (noon) p.m. on the next normal business day. Proposals will be accepted until that date and time. C. Responses to the RFP shall only be submitted on copies of the RFP forms, which accompany this request. Return the number of RFP Forms specified: one (1) must be an ORIGINAL; eleven (11) additional to be EXACT COPIES, and one (1) electronic copy. Responses shall be submitted in a clear, concise and legible manner so as to permit proper evaluation of responsive RFP’s. Responses – using the PROPOSAL RESPONSE FORM contained herein - are to be in a sealed envelope addressed as follows: James L. Richetelli, Jr. Chief Operations Officer Milford Public Schools Thomas C. Parsons Municipal Office Complex 70 West River Street Milford, CT 06460 D. The person signing the formal proposal must be authorized by your organization to contractually bind your firm with regard to prices and related contractual obligations for the delivery period requested. E. Milford Public Schools will award the contract within thirty (30) days after the proposal closing date. The time for award may be extended up to thirty (30) additional days by mutual agreement between MPS and the selected responsible and responsive Vendor. 3 F. If any changes are made to the RFP, an addendum(s) will be issued and posted on the MPS and City of Milford Purchasing Department websites. It is the responsibility of all Vendors to check the website frequently for any addendums that are issued. Vendors shall be responsible for ensuring that all addendums are in receipt prior to proposal deadline. MPS will require acknowledgement of any addendums issued to be included on the proposal form. G. Requests for Information (RFI) concerning this proposal must be submitted in writing by email only to: James L. Richetelli, Jr., Chief Operations Officer, Milford Public Schools, email: jrichetelli@milforded.org. To be given consideration, an RFI must be received no later than 12:00 noon on Friday, March 10, 2023. Written responses will be posted on the MPS and City of Milford Purchasing Department websites. It is the responsibility of all Vendors to check the websites frequently for any responses to RFI that are issued. After the proposal deadline, a Vendor may not change any provision of the proposal in a manner prejudicial to the interests of MPS or fair competition. H. MPS reserves the right to reject any or all bids and to waive any requirements, irregularities, technical defects, etc. when it is deemed to be in the best interest of the MPS. I. MPS reserves the exclusive right to determine whether a proposal does not meet, meets or exceeds the minimum stated specifications and bid form. J. All proposals submitted in response to this RFP must remain firm for no less than one hundred and twenty (120) days following the proposal deadline. II. PURCHASING REQUIREMENTS A. The successful vendor will furnish, install, service and maintain the MCS requirements outlined in this RFP. All pricing will be based on a FIVE (5) year lease. B. All copiers must be new devices and must be fully functional to copy, print, scan, fax (where applicable) and provide all other functions as specified herein. C. Indemnity - Unless otherwise provided by law, the Contractor will fully and completely indemnify and hold harmless MPS against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property that MPS may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees. These provisions shall also include any liability, which may result from a worker’s compensation claim or resulting third party action against MPS. D. Assignment of Rights, Titles and Interests - Any assignment or subcontracting for work to be performed related to this request, in whole or in part, and any other interest in conjunction with the District’s procurement shall not be permitted without the express written consent of MPS. E. Availability of Funds - Any contract award associated with this RFP is contingent upon the availability of funding to MPS. In the event that funds are not available, any agreement resulting from this RFP shall become null and void. F. F.O.B. - Prices are to be quoted F.O.B. Milford, Connecticut (inside delivery). Deliveries made under this RFP will be shipped to MPS locations designated when the order is issued. RFP prices shall take this factor into consideration. G. Tax Exempt - MPS is tax-exempt in accordance with Connecticut state statute. The successful Contractor will be responsible for any and all state and local taxes including personal property tax. Such taxes must not be included in the bid price. mailto:jrichetelli@milforded.org 4 III. QUALITY REQUIREMENTS: Bidders must be either an Original Equipment Manufacturer (OEM) or an Authorized Dealer partnering with a Multifunction Copier OEM. IV. SCOPE OF WORK A. Administration: 1) Recommended units shall have full functionality for remote monitoring for unit discovery, supplies and alert notifications. 2) All recommended devices shall be LDAP, Active Directory compliant with Account Management system. 3) All pricing must include equipment deliveries, service labor, technician travel time, all parts, supplies and training. MPS will not accept or allow any contract that charges an additional fee for travel time, maintenance, repair, parts or training. 4) The successful bidder will be responsible for the delivery, unpacking and full installation of all equipment. The successful bidder will be responsible for complete training on network and administrative features of the equipment. Training deemed complete by MPS. B. Technology: 1) All Multifunctional Copier Devices (MCD’s) must be new devices and have the full functionality to copy, print, scan, fax (where applicable) and provide all other functions as specified herein. 2) All devices must have a standard feature to limit user’s ability to print or copy using monthly quotas. 3) Each recommended device and all print drivers must be compatible with web based managed interface. The successful bidder must have a support mechanism in place to support MPS in configuring and maintaining all networked attached equipment. 4) All recommended devices must have the following: Secure printing, Scan to file, Scan to email, Scan to searchable PDF, Scan to Google Drive, Quota Management through LDAP and / or Active Directory Group Management, Desktop Administration. 5) Data overwrite security and/or image overwrite security features must be included on all copiers. 6) Software / Logical Interface: PCL and PostScript capable. • Must be Windows and Apple compatible on all devices (PostScript Mods on all printers). • Apple O.S. X or newer • Windows platform • Computing Infrastructure • Windows workstations • Mac OS X variety of versions • Mobile devices including but not limited to: current versions of iPads, iPhones, Android, Chromebooks and Window devices, C. Software Requirements (Print Management): MPS requires an enterprise wide software solution to analyze all aspects of the document lifecycle. The goal of this software is to reduce a waste (paper) and gain clear visibility into the documents printed and copied in the school district. This solution will assist the school district in enforcing the print and copy policies to meet its goals and objectives. The following is a list of minimum requirements for Print Management Software Solution to be installed and functioning on all recommended devices: • The ability to control student print quotas and charge for printing. • The ability to retrieve a print job from any MCD in the district regardless of where it was printed to. • Create rules to route print jobs to appropriate devices. • Force color print jobs to b/w based on type of document or user’s application (Outlook, Explorer, etc.). • Print and copy tracking for each individual user. 5 • Monitor and track printing by individual or department. • LDAP integration with automatic user account creation. • Limit or stop large print jobs to printers and/or MCD’s. • On demand reporting for analysis. • Single print driver for all devices. • Print archiving for audit purposes. • Automatic alerts sent to desired staff. • Automatic scheduling of credit/quotas for staff and students. • Secure printing for confidential documents. • Forced duplexing option for copy or print jobs. • Authenticate log-on through RFID card and key fob access for students and staff. • Mobile and wireless laptop printing. • The ability to analyze copies made on MCD’s by user login. • Mobile printing and tracking from iOS devices. • Printing and tracking from Chrome Book devices. • OCR to Word • Integration to most common Fax Cloud Solutions. D. Software Requirements (Fleet Management): MPS requires a Software solution to proactively manage our fleet by monitoring device status to facilitate the incident process, handle supplies management, collect meters, and provide security services. The following is a list of minimum requirements for Fleet Management Software Solution to be installed and functioning on all recommended devices: • Provide Policy management of our Fleet • Automated Remediation of an out of scope Copier. • Proof of Compliance • Remote Configuration Settings • Security Patch Management • Password Management • Provide an easy to use Dashboard. • Device Certificate Management E. Support Requirements: The successful Bidder shall provide a service level agreement to include but not be limited to: 1) No longer than a four (4) hour service response time. MCD’s shall be repaired within one business day. 2) Any device that is inoperable for four consecutive working/business days, whether it be for parts, service, etc. a replacement or loaner will be scheduled to be onsite at no additional charge to MPS. The MCD will be swapped out at no cost to MPS. Replacement MCD must be the same or newer make/model/configuration as the MCD replaced. 3) If a MCD has three (3) similar failures within a two-week period, a senior technician or service manager must come onsite to inspect the MCD, unless MPS states otherwise. 4) Regular maintenance will be at the manufacturer’s recommended intervals unless MPS specifics otherwise. MPS may choose to the discretion of the supplier as long as it does not cause the equipment to cease working. 5) The winning bidder must have a local parts warehouse/depot in New Haven or Fairfield Counties. 6) Billing will be consolidated onto one detailed bill that includes lease payment and service charges. 6 F. Timeline: 1. The goal of MPS is to select a Vendor and begin planning implementation of the new system immediately but not later than July 1, 2023; any equipment delivered prior to the new fiscal year, June 30, 2023 shall be considered only as pre-planning and not be billed or invoiced prior to August 1, 2023. The new system shall be fully operational at MPS by July 31, 2023. 2. Training of technical staff and end users shall take place throughout the summer of 2023, into the school year, and for as long as MPS deems necessary. V. FORMS TO BE INCLUDED IN THE TECHNICAL PACKAGE All bidders shall submit proposals in strict accordance with the submission requirements listed below. Any contractor failing to provide all of the following submission requirements will be considered “not responsive” and their proposal may be rejected and disqualified without further consideration at the sole discretion of the Committee The information submitted in response must include the following items in this order: 1. Executive Summary: Company History including length of time the Company has been in business, legal form (sole proprietorship, partnership, corporation and State of incorporation), number and location of offices, and other pertinent data. Please describe any parent/subsidiary/affiliate. 2. Service and Support to include: Performance and Replacement Guarantee, Service Level Agreement. 3. Account Management: submit the name and telephone number of the person(s) who will be the key contacts from the company for this contract. 4. Security: Provide any information regarding and outlining the security on all hardware and software features. 5. References: Please provide five (5) or more School District references of the same size and scope. In addition, submit a list of all present school customers in Connecticut, and all school account customers you had contracts with that expired in the last two (2) years 6. Pricing: Complete the Proposal Response Forms #1 & #2. VI. PROPOSAL EVALUATION INFORMATION 1. Evaluation Criteria: Proposals submitted in response to this RFP will be evaluated by MPS in a process based upon the criteria delineated in the following Proposal Evaluation section. The RFP Committee will determine the weight of each Proposal Evaluation. 2. Proposal Evaluation: a. Corporate Experience and Capability: Corporate experience will be evaluated based upon the number of years the company has provided copiers, the number current active clients (schools/municipal), and overall company capacity to supply and service the copy and software needs of MPS. b. Service and Support: Service and Support staff will be evaluated based upon proven experience and qualifications. Emphasis will be placed on whether a company has its own service/support staff verses sub/contracted staff; demonstrated ability to satisfy requirement for minimum four (4) hour service response time; and any independent third party awards/certifications indicating excellence in service and maintenance. c. Copier Device/Software Evaluation: Evaluation of proposed equipment/software compared to the functional requirements of MPS, including potential on-site evaluation of copier/software performance and ease of use. d. Financial: The pricing proposed including all options, discounts, reimbursements, etc. 7 e. References: Evaluation of the references provided with emphasis on Connecticut school accounts 3. Presentation/Interview: Depending upon the number of responses received, vendors may be required to provide a presentation/interview at the sole discretion of MPS. Additionally, an onsite equipment evaluation maybe required in order to clarify an issue and to provide additional information for evaluation of the proposal. 4. Committee Review and Award of Contract: A committee consisting of no less than seven (7) MPS staff members will review proposals and interview vendors that it considers necessary to make a fair and comprehensive determination of the most qualified bidder and in the best interest of MPS. 8 MILFORD PUBLIC SCHOOLS MULTIFUNCTIONAL COPIER SERVICES REQUEST FOR PROPOSAL RFP #2022/23-39 DUE: March 24, 2023 Please provide responses to each of the following: Service & Support Capabilities: 1. Discuss your maintenance program’s on-site support capabilities and its ability to maximize device uptime. 2. Describe your support escalation process. 3. Can you provide four (4) business hour response time on service? Describe. 4. What tools will you use to monitor and report on our print output usage? Describe the tool and the available reports. Scanning Functionality: 1. Do all MCDs include scan to email and network folders? 2. Is two sided, single pass scanning supported? 3. Is there OCR support on scanned documents? 4. Do you support Scan to JPEG, TIFF, MTIFF, PDF and Searchable PDF? Does the user have the ability to determine this on the fly or are these administrator-controlled settings? 5. Do all MCD’s scan natively to Google Drive? Print Management: 1. Will all MCD’s provide single sign on for all required authentication? 2. Will you be able to provide cost saving reports for print usage by device, user and department? Please provide sample reports. 3. Can you retrieve a document from any MCD throughout the school district? 4. Can all MCD’s print from mobile devices and Chrome Books? Device Management: 1. Does your organization have a server based printer management application for pushing updates to the printers? 2. What is the name of the software? 3. Can your platform manage printers over the internet or is it intranet only? 4. Is the application compatible with Windows Server 2012r2 and above? 5. Can Firmware be updated from the central management application or is this handled on a device-by-device basis? 6. Can configuration settings be deployed in bulk via a central management console? Drivers and Compatibility: 1. Are the drivers made available on your website for downloading? 2. Are all drivers Microsoft Certified? 3. Are both PCL 6 and Postscript drivers available? 4. Are the device drivers proprietary or do you create universal device drivers? 5. Are all drivers, device specific or universal alike, supported on Windows platform, Mac, Chrome Books, IPads and other tablets? 6. Do your drivers across devices (color, B&W) provide a consistent user experience and uniform user interface? 9 Security: 1. Does your device provide physical device security (i.e. locking control panel)? Names of jobs are hidden. If yes, describe. 2. Do the devices support two factor authentications? Describe 3. Is the hard drive wiped upon removal (D.O.D)? Is there a cost for this? 4. Is there hard drive encryption? What level? 5. Describe any other security features you provide and specify if included in price. 6. What encryption mechanism is the MCD capable of using in order to protect data at rest? Is this included in price? Account Management: 1. Describe your approach to project management for deployment of your solution and the methodology you use. 2. Provide a sample project plan and schedule for deployment of your proposed solution 3. Describe the roles and responsibilities for both companies during the implementation and on- going management of the solution. Discuss the project management resources required from MPS. 4. What processes will you employ to ensure the implementation minimizes the negative impact on MPS business operations and end-user productivity? 5. What training do you offer for MPS technical staff and end-users for both central and remote locations? Is this included in price? 6. Do you have the ability to pre-configure and test devices prior to shipping to MPS locations? 10 MILFORD PUBLIC SCHOOLS MULTIFUNCTIONAL COPIER SERVICES REQUEST FOR PROPOSAL RFP #2022/23-39 DUE: March 24, 2023 SPECIAL INSTRUCTIONS / REQUIREMENTS A. Submit one (1) ORIGINAL; eleven (11) additional to be EXACT COPIES, and one (1) electronic copy. B. All Black & White copies produced on the Color Units will be at the same usage cost as the Black & White units. C. The 60-month lease agreement must be all-inclusive, including but not limited to service, parts, labor, preventative maintenance, delivery, installation, operator training, supplies and software package, etc. D. Submit a copy of your standard service contract agreement. E. There shall be no price increase during the life of the contract as proposed. F. All equipment quoted must carry a replacement guarantee for a minimum of Lease Term. This replacement guarantee shall be provided by the vendor at the time of the RFP response and shall be signed by an authorized service manager of the manufacturer. G. Service shall be provided by a designated service team, each factory trained on all products by the manufacturer. Minimum Four (4) hour service response time required. H. Equipment manufacturing status will be based on the Federal government’s GSA schedule terms (new or newly manufactured). I. Newly Manufactured Criteria – Equipment that has been assembled for the first time from new parts, which may contain some reprocessed parts or components that meet the manufacturer’s new parts and components performance standards. J. Refurbished Equipment is not acceptable and will result in automatic disqualification of your entire RFP response. K. Only digital copiers in current production will be accepted. L. Winning vendor is responsible for internal moves, removal, and return of present equipment. M. Removal of all delivery and packing material is the responsibility of the selected vendor. N. Data overwrite security and/or image overwrite security features must be included on all copiers. O. All equipment baseline configurations are as a copier/printer/scanner/ fax (on select units). P. Quote one Make and Model per band. Q. Pricing must include the return of the 89 leased copiers to the current leasing company. The return of the leased equipment, and all costs associated with the return, is the responsibility of the winning vendor. R. The winning vendor will be required to issue Milford Public Schools a check in the amount of approximately $30,000.00 to finalize all existing lease obligations. 11 MILFORD PUBLIC SCHOOLS MULTIFUNCTIONAL COPIER SERVICES REQUEST FOR PROPOSAL RFP #2022/23-39 DUE: March 24, 2023 PROPOSAL RESPONSE FORM THE UNDERSIGNED AFFIRMS AND DECLARES that this proposal is executed with full knowledge and acceptance of the specifications, requirements, terms and conditions contained herein and with complete understanding and full compliance of system requirements and hereby submits this proposal for the request noted above and certifies that this proposal meets all the specifications and conditions requested herein. Any substitutions to the specifications requested are clearly and completely noted. It is understood that MPS reserves the right to reject any or all proposals or waive any formalities in this request. The PROPOSAL for the 60-MONTH LEASE AGREEMENT Shall Include: • 1,250,000 Black & White Monthly Copy Volume • 85,000 Color Monthly Copy Volume • (89) licenses and card readers for Print Management Software with (5) years support • (89) licenses for the Scanning solution with (5) years support • (89) units in total from 6 different bands – See attached Appendix A for Basic Specifications of each unit band B/W • Band 1 – (3 each) 125 PPM + • Band 2 – (15 each) 100 PPM + • Band 3 – (6 each) 70 PPM + • Band 4 – (42 each) 45 PPM + COLOR • Band 5 – (5 each) 65 PPM + Color 70 PPM + B/W • Band 6 – (18each) 45 PPM + Color • All Equipment, Service, Supplies included. • The winning vendor will be required to issue Milford Public Schools a check in the amount of approximately $30,000.00 to finalize all existing lease obligations. • NOTE: Milford Public Schools is tax exempt by state statute. The successful vendor will be responsible for any and all state and local taxes including personal property tax and will not pass such onto Milford Public Schools. 12 MILFORD PUBLIC SCHOOLS MULTIFUNCTIONAL COPIER SERVICES REQUEST FOR PROPOSAL RFP #2022/23-39 DUE: March 24, 2023 PROPOSAL RESPONSE FORM #1 Please answer the following: MANDATORY MINIMUM QUALITY REQUIREMENTS No. Feature Yes / No Vendor Notes 1 Do you have the ability to wipe the MCD’s hard drive? Will there be an additional cost associated with this feature? If yes, how much? 2 Will you be assigning a project manager and client relationship manager to this account and implementation? If yes, please describe their role and responsibilities. 3 Do you have the ability to pre-flight devices with network information before they are delivered on site? If no, please describe your current process. 4 Do you have the capability to create and apply customizable apps for personalized requirements for scanning, printing and information sharing on all MCD’s? 5 Do you have a customer base of at least five schools? If yes, please provide all customer names and contact information on the response form. 6 Do your MCD’s have the ability to translate languages from hard copy documents through the document feeder? 7 Do your MCD’s have the ability to copy and scan at the same time? 8 Do your MCD’s have the ability to copy and fax at the same time? 13 MILFORD PUBLIC SCHOOLS MULTIFUNCTIONAL COPIER SERVICES REQUEST FOR PROPOSAL RFP #2022/23-39 DUE: March 24, 2023 PROPOSAL RESPONSE FORM #2 60-Month Lease Agreement (MCD’s, Monthly Volume & Software Package) TOTAL LEASE $ / Per Month Semi-Annual Reconciliation of meters unless noted otherwise □ Check to Confirm Black & White Cost Per Copy In Excess of Semi-Annual Volume Commitment $ Color Cost Per Copy In Excess of Semi-Annual Volume Commitment $ What is the name of your Print Management Software that is included in the solution? What is the name of your Fleet Management Software that is included in the solution? Above Price Shall Remain Firm for: Days (120 Days Minimum) To be completed by Authorized Agent: Company Name: Address: Email Address: Telephone #: Name of Authorized Agent (Print): Title: Signature: Date: 14 Appendix A Basic Specifications Band Quantity Pages Per Minute Black or Color Minimum Features Required 1 (3) 125 Black Copy, Print, Color Scan, Scan to Google Drive, Image Overwrite, Booklet Maker, Stapling, 3 Hole Punch, Duplex, Four Paper Trays, Scan to and Print from USB Thumb Drive, Card Reader 2 (15) 100 Black Copy, Print, Color Scan, Scan to Google Drive, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex, Four Paper Trays, Scan to and Print from USB Thumb Drive, Card Reader 3 (6) 70 Black Copy, Print, Color Scan, Scan to Google Drive, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex, Four Paper Trays, Scan to and Print from USB Thumb Drive, (6) Fax, Card Reader 4 (42) 45 Black (21) Copy, Print, Color Scan, Scan to Google Drive, Image Overwrite, Stapling, 3 Hole Punch, Duplex, Four Paper Trays, Scan to and Print from USB Thumb Drive, (8) Fax, Card Reader (21) Copy, Print, Color Scan, Scan to Google Drive, Image Overwrite, Duplex, Two Paper Trays, Stand, Scan to and Print from USB Thumb Drive, (21) Fax, Card Reader 5 (5) 65 70 Color B/W Copy, Print, Color Scan, Scan to Google Drive, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex, Four Paper Trays, Scan to and Print from USB Thumb Drive, (4) Fax, Card Reader 6 (18) 45 Color Copy, Print, Color Scan, Scan to Google Drive, Image Overwrite, Staple Finisher, 3 Hole Punch, Duplex, Four Paper Trays, Scan To and Print from USB Thumb Drive, (7) Fax, Card Reader ###