Citywide Copier Upgrade Project

From: Paramount(City)

Basic Details

started - 16 Nov, 2022 (16 months ago)

Start Date

16 Nov, 2022 (16 months ago)
due -

Due Date

N/A
Bid Notification

Type

Bid Notification

Identifier

N/A
City of Paramount

Customer / Agency

City of Paramount
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Request for Proposals The City of Paramount is seeking proposals for the CITYWIDE COPIER UPGRADE PROJECT Paramount RFP 1 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com Release Date: November 1, 2022 Amended: November 22, 2022 Deadline for submittal of Proposal: December 1, 2022 NEW Deadline for submittal of Proposal: January 3, 2023 Background The City of Paramount is seeking Proposals pursuant to Paramount Municipal Code (PMC) 3.12.060 - Competitive Formal Bidding Procedures to furnish and install on a lease or rental basis, 53 digital multifunction devices (network copiers and local printers) for a three-year (3) period with two (2) optional one-year (1) extensions, and buyout or assume current lease agreements. The required equipment and services are described in the Scope of Work. Submittal Instructions The
Proposals must include the following information: 1. All bid proposals shall be submitted via email to the Administrative Services Department at adminsupport@paramountcity.com with the subject line of the email shall read, “City of Paramount Network Copiers RFP – Your Company Name”. Proposals must be received no later than January 3, 2023 before 5 p.m. (PST). All proposals received after that time will not be accepted. 2. Include a Transmittal Letter (a) This section should include the Vendor name and representative contact information (email and phone number). (b) A statement to the effect that the proposal will remain valid for 90 days from the proposal due date. (c) Acknowledgment of receipt of addenda, if any. (d) Signature of the person authorized to bind the terms of the proposal. 3. Include a Proposal Summary Section Paramount RFP 2 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com (a) This section shall discuss the highlights, key features, and distinguishing points of the Proposal. A separate sheet shall include all the contact people on the Proposal and how to communicate with them. 4. Include a Profile of the Proposing Vendor(s) Section (a) This section shall include a brief description of the vendor, including size, location of office(s), number of years providing service, organizational structure of the responsible division, etc. (b) Additionally, this section shall include a listing of any lawsuit and the result of that action resulting from (a) any public project undertaken by the Vendor where litigation is still pending or has occurred within the last five years or (b) any type of project where claims or settlements were paid by the Vendor or its insurers within the last five years. 5. Include a Qualifications of the Vendor Section (a) This section shall include a brief description of the Vendor’s qualifications and previous experience on similar or related projects. Provide a description of pertinent project experience with other public municipalities (maximum of four) that includes a summary of the work performed, the total project cost, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the Firm’s adherence to the schedule and budget for each project. 6. Include a Work Plan Section (a) In this section, present a well-conceived service plan. This section of the proposal shall establish the Vendor’s understanding of the City’s objectives and work requirements and the Vendor’s ability to satisfy those objectives and requirements. Describe the proposed approach for addressing the scope of service, outlining the approach that would be undertaken in providing the requested services. Include a timetable for providing the service. Describe related service experience by the Vendor in similar work. Please describe the role, extent of services (number of people used, engagement duration, and contract value). 7. Include a Project Staffing Section (a) In this section, discuss how the Vendor would propose to staff this project. Designate an administrator who would serve as a day-to-day contact for the City. Vendor’s key project team members shall be identified by name, specific responsibilities on the project and their qualifications. An organizational chart for the project team and resumes for key Firm personnel shall be included. Key Paramount RFP 3 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com Vendor personnel will be an important factor considered by the City Clerk. There can be no change of key personnel once the proposal is submitted, without prior approval of City. 8. Include Proposal Costs Sheet and Rates Section on the Exhibit A Questionnaire (a) In this section, include the proposed one-time and ongoing costs to provide the services desired. Include any other cost and price information that would be contained in a potential agreement with the City. Government contract pricing should be used if most effective. Exhibit A Questionnaire should be included in proposal. (b) The Vendor shall state any costs associated with de-installation and pick up of equipment at the end of the lease. The City will not be liable for any costs not specifically detailed in proposal. (c) In addition, include the costs for any other services that are considered optional additions. 9. Include a Delivery Section (a) The vendor shall state in its proposal the number of business days necessary for delivering and installing equipment. (b) The vendor is expected to start immediately after the agreement has been signed by all parties and executed by the City, business license has been obtained, and required insurance has been provided. (c) The vendor must detail all anticipated expenses that will be incurred by the City for the delivery and installation of equipment. (d) The City will not be liable for expenses not detailed in RFP response. (e) The vendor shall invoice the City for delivery and installation upon written acceptance of the equipment by the City. (f) Delivery and installation cost shall include on-site training by a fully qualified representative of the vendor. The date of the equipment training shall be chosen by the City after delivery and installation. It may be necessary for vendor to conduct multiple training sessions at City Hall as well as at off site City locations. All user manuals and operating guides shall also be provided with the equipment. Paramount RFP 4 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com By submitting a proposal, the prospective vendor represents that it has thoroughly examined and become familiar with the services required under this RFP, and that it is capable of delivering quality services to the City in a creative, cost-effective, and service- oriented manner. Schedule of Selection RFP Available:.........................................................................November 1, 2022 Deadline for submittal of Questions:............................................November 15, 2022 Response to Questions:...........................................................November 22, 2022 Deadline for submittal of Proposal:...................................................January 3, 2023 Interviews and demonstrations:.................................. January 16 to February16, 2023 Agreement negotiations and review period:............................. February – March 2023 Method of Selection The Administrative Services Department will evaluate the information provided in the submitted proposals using the following criteria as a guideline: • Completeness and Comprehensiveness. • Responsiveness to City’s issues. • Potential to benefit the City. • Experience of the firm providing similar services to other municipalities. • Cost effectiveness. • Quality of proposed staff. Proposal Rights of City of Paramount This RFP does not commit the City to enter into a Contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to: 1) Make the selection based on its sole discretion; 2) Reject any and all proposals without prejudice; 3) Issue subsequent Requests for Proposal; 4) Postpone opening for its own convenience; 5) Remedy technical errors in the Request of Proposal process; 6) Approve or disapprove the use of particular sub-contractors; 7) Negotiate with any, all, or none of the prospective firms; 8) Solicit best and final offers from all or some of the prospective firms; 9) Accept other than the lowest offer; and/or Paramount RFP 5 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com 10) Waive informalities and irregularities in the proposal process. Contract Type It is anticipated that a standard form professional services agreement (PSA) contract will be signed subsequent to the approval of the recommended vendor. For additional information contact: Pauline Aguayo Management Analyst Administrative Services Department City of Paramount adminsupport@paramountcity.com (562) 220-2030 Paramount RFP 6 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com PROPOSAL TERMS AND CONDITIONS A. Requirement to Meet All Request for Proposals Provisions Each proposer shall meet all of the work scope/specifications and Request for Proposals Terms and Conditions. By virtue of the proposal submission, the proposer acknowledges agreement with and acceptance of all provisions of the work scope/specifications except as expressly qualified in the proposal. Non- substantial deviations may be considered provided that the proposer submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is acceptable will be determined by the City of Paramount in its sole discretion. B. Communications Regarding Proposal All timely requests (timely requests are those which the City, in its sole judgment, can reasonably respond to before the proposal submittal deadline) for information submitted in writing via email will receive a written response via email from the City. C. Submission of One Proposal Only No individual, or business entity of any kind shall be allowed to make or file or to be interested in more than one proposal, except an alternative proposal when specifically requested. However, an individual who has quoted prices on materials to a firm submitting a proposal is not thereby disqualified from quoting prices to other firms submitting proposals. D. Proposal Withdrawal Proposers may withdraw their proposal at any time before the due date for submission of proposals as provided in the RFP by delivering a written request via email at adminsupport@paramountcity.com for withdrawal by or on behalf of the prospective vendor. No proposal received after the time specified or at any place other than the place stated in the Request for Proposals will be considered. Paramount RFP 7 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com E. Proposal Quotes and Unit Price Extensions The vendor shall include the proposed costs to provide the services desired. Include any other cost and price information that would be contained in a potential agreement with the City. Government contract pricing should be used if most effective. The Vendor shall state any costs associated with de-installation and pick up of equipment at the end of the lease. The City will not be liable for any costs not specifically detailed in proposal. In addition, include the costs for any other services that are considered optional additions. F. Proposal Retention and Award The City reserves the right to retain all proposals for a period of 90 days for examination and comparison. The City also reserves the right to determine and waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject one part of a proposal and accept the other, except to the extent that the proposals are qualified by specific limitations, and to make award as the interest of the City may require based on the criteria identified in this Request for Proposals. G. Collusion By submitting a proposal, each prospective vendor represents and warrants that; its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the prospective vendor has not directly, induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and, that the prospective firm has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal. H. Early Termination Fee Buyout The selected vendor shall agree to buyout all existing lease or rental network copier and local printer contracts, and pay all early lease termination fees to consolidate all copier and printers services under one sole vendor. • QDox/Xerox Lease Expiration Date: October 2022 (Exhibit B attached) • MRC Lease Expiration Date: December 2022 (Exhibit C attached) • LDI Lease Expiration Date: July 2024 (Exhibit D attached) • Kyocera Lease Expiration Date: October 2024 (Exhibit E attached) • Please see Exhibit F (attached) for a list of lease and overage expenditures from 2022. Paramount RFP 8 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com SCOPE OF SERVICE Current Inventory The City currently leases a combination of six (6) multi-function network printers from QDox/Xerox, Kyocera, and LDI; and approximately forty-seven (47) local printers at City Hall, the City Yard, the City Public Safety building, and the Community Center from MRC. The Citywide copier upgrade project requires upgrading all six (6) multi-function network printers and forty-seven (47) local printers, and other printers if needed. The following sections describe the specific services being requested by this Request for Proposal. If the vendor feels that additional tasks are warranted, they must be clearly identified in the vendor’s proposal. A. Required Equipment 1. Unit Quantities (a) It is anticipated the City will lease or rent a six (6) multi-function network printers and forty-seven (47) local printers during the term of the contract. However, the City reserves the right to increase or decrease the number of units depending on the City’s needs/requirements. (b) Multi-Function Printers, if possible, should be of the same brand in order to maintain a uniform fleet. 2. Toner (a) Vendor shall provide at least two extra toner cartridge for each network copier for staff to keep on hand. 3. Return of Equipment (a) At the end of the lease/rental term, the successful vendor shall be required to clean or scrub the hard drive from each device and pick-up and remove all equipment furnished under this proposal from each City location and return it to the owner/lessor at no additional cost to the City. Paramount RFP 9 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com 4. Network (a) All multi-function printers should have a 1000 MB Ethernet, RJ-45 connection to the City’s network, and an analog phone line. 5. Capabilities Each multi-function printer shall provide the following capabilities from the City's networked devices such as: (a) Print (b) Scan to network directories (multiple at a time) (c) Scan to Print (d) Collating and Stapling (e) Fax (f) Duplex and color-scanning (g) Copy quality on 20 lb. bond paper without feed problems (h) 8.5” x 11", 8.5” x 14", and 11" x 17" paper sizes for reproduction; produce copy onto8.5” x 11", 8.5” x 14", and 11" x 17" paper sizes, and, if necessary, accept 11" x 17"paper sizes for reduction. (i) Equipped with Optical Character Recognition (OCR) software, which allows users to convert scanned documents into editable file formats including Microsoft Word and Excel (j) Automatic document feeder that automatically handles duplexed originals (k) Stop automatically when the paper supply is empty or when copies do not exit the normal paper path; feature “empty paper supply” and “paper jam” indicators (l) Auto stapling in multiple configurations (m) Page-numbering capability (n) 2-hole and 3-hole punch capability (o) Energy saving features (sleep mode and/or other energy efficiencies) (p) Password/code protected printing options per user B. Required Services 1. Term Requested (a) A proposal for a three-year (3) period with two (2) optional one-year (1) extensions equipment lease and maintenance services is requested. Paramount RFP 10 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com 2. Government Contract Pricing/Cooperative Agreement (a) If most cost effective, the City’s preference is for all equipment provided under this proposal to reflect government contract pricing. Vendors shall include in their proposal the name of the governmental entity or the organization that negotiated the contract and the contract number. Prices as proposed shall remain firm during the term of the contract. 3. Installation (a) Prior to the installation at any site, the installing vendor shall survey and review the proposed installation location to ensure that it meets the manufacturer’s established installation criteria. Should the proposed installation location not meet established installation criteria, the installing vendor and the City shall attempt to locate an alternate, mutually agreeable location for the machine at the appropriate site. Should a mutually agreeable location meeting the manufacturer’s established installation criteria not be available, the installing vendor shall not install the machine and shall notify City Project Manager immediately, in writing, of all particulars prohibiting the installation. (b) City Project Manager may, after review, terminate the order for that particular installation site without incurring any obligation or cost to the City or assessing any additional costs to the vendor. (c) Successful Vendor shall provide technical assistance as required for installation. 4. Maintenance (a) Vendors shall provide guaranteed maintenance service, including all parts and labor, at the rates proposed herein for the duration of the lease/rental period. In the event any machine cannot be repaired to the extent that it demonstrates adequate performance and reliability, vendor shall guarantee its replacement with the same or like model at no additional cost. Vendors shall include the cost of a full maintenance agreement in their proposal. (b) Vendors shall guarantee repair services Monday through Friday from 8:00 a.m. to 5:00 p.m. Maximum service response time at each City location shall not exceed nine (9) work-hours. Vendors shall also include in their proposals the number of technicians who will be responding to service calls from the City and the qualifications of those technicians. Paramount RFP 11 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com 5. Training (e) Training shall be provided by the successful Vendor to City staff upon equipment installation, and as required thereafter by the City. Instruction shall encompass basic operation, basic system feature utilization, and utilization of network features. Paramount RFP 12 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com Average Monthly cost for Supplies, including staples (based on estimated range) Password/code protected printing options per user Monthly Subtotal Tax (10.25%) Other Costs (i.e. one-time cost, start-up cost, etc.) Total Monthly Costs Lease Transfer/Agreement Assumption Costs Responses are to reflect Government Contract Pricing. Please identify the jurisdiction and contract number *Vendors are requested to submit one copy of this page for each proposed Model. Please make additional copies of this page as required Paramount RFP 14 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com EXHIBIT B QDOX/XEROX LEASE Paramount RFP 15 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com EXHIBIT C MRC LEASE CONTRACT Paramount RFP 22 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com EXHIBIT D LDI LEASE CONTRACT Paramount RFP 29 Paramount RFP 31 Paramount RFP 32 Paramount RFP 33 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com EXHIBIT E KYOCERA LEASE CONTRACT Paramount RFP 34 Paramount RFP 36 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com EXHIBIT F LEASE & OVERAGE EXPENDITURES LDI – OVERAGE FY 2022 Paramount RFP 37 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com LDI LEASE Paramount RFP 38 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com XEROX CITY HALL LEASE Paramount RFP 39 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com QDOX/XEROX USAGE Paramount RFP 40 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com IMAGE 2000 LEASE Paramount RFP 41 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com MRC LEASE Paramount RFP 42 Safe, Healthy, and Attractive City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com ADDITIONAL INFORMATION Are all six (6) multi-function printers to be color? Yes, color and black & white. Are the 47 local printers to be upgraded to color? No, all 47 local printers will be black and white only. Is there a prints per minute (PPM) minimum requirement? No, there is no "minimum" requirement, but we are open to your recommendation. What are the City's average monthly volume figures? L ocat1on o or ont IY verage CI M hi A ont IY verage B&WM hi A City Hall 8,700 17,100 Public Safety 2,700 I 3,200 Public Works 8,200 9,000 TOTAL 19,600 I 29,300 *These are averaged over a 6 month period in 2022. What application(s) is the City using for OCR functionality? Adobe Acrobat What Document Management System does the City currently use for OCR/Document routing/storage and retrieval? Internal Network - document storage and retrieval is held in house on our file servers. What departments are using this Document Management System? All Do you have a list of printers and multi-functions in your current environment? As the RFP states we have several different makes and models from different brands (Brother, Cannon, Xerox, etc.). Most equipment is outdated and we want them all replaced. We want to streamline and consolidate equipment if it makes for a more efficient and user-friendly environment. If we propose 3 different "models': will we need to submit 3 different "EXHIBIT A QUESTIONNAIRE" sheets? Yes, if the models offer unique features or a large price difference, please submit 3 different sheets. Paramount RFP 43 City of Paramount Administrative Services Department 16400 Colorado Avenue Paramount, California 90723-5050 (562) 220-2000 www.paramountcity.com Brand Preference? No brand preference, we’d like to streamline our equipment. Expected installation of new equipment? We plan to install sometime between February-March 2023. Are the current printers networked? Or on 360 app? All our leased printers are networked, no 360 app. While they are networked, some vendors have us running an application on our servers that auto orders toner, which we would like to see as a feature. Please include pricing in bid. Can we have a tour of the environment? Yes, a tour of the environment will be available on December 6 and December 8 by appointment only. Please email adminsupport@paramountcity.com to request an appointment. End of Proposal Paramount RFP 44

16400 Colorado Ave., Paramount, CA 90723Location

Address: 16400 Colorado Ave., Paramount, CA 90723

Country : United StatesState : California

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