RFP for Digital Copiers

1 Washington County RFP WASHINGTON County County Manager’s Office Post Office Box 1007 116 Adams Street Plymouth, North Carolina 27962 Telephone (252) 793-5823 Darlene Fikes Information Technology, Director REQUEST FOR PROPOSALS Digital Copiers Introduction Washington County (the County) requests interested firms/individuals to submit creative proposals for the purchase and servicing of multi-functional digital copier machine systems in order to provide the County with efficient copying, printing, scanning and faxing methods while reducing current costs. Managing such systems requires a level of expertise that is unique with ever-changing technology. This requires the County to consider how we can continue to integrate current multifunctional technology in our copying, printing, scanning, and faxing equipment. Proposals shall be submitted in a format conducive with the outline below based on equipment segments. The selected Proposer will work with Washington County staff to create a

plan to transition from our currently owned equipment to the new purchased equipment. The successful Proposer will provide adequate equipment, including equipment that is multifunctional, in each office as determined by the County, sufficient to produce the required copies, appropriate scanning and fax capabilities and neccessary accessories. 2 Washington County RFP Washington County invites any qualified firm/individual to submit a proposal. Firms/individuals responding to this request must be responsible bidders/proposers, providing the services required in this RFP and possess ample resources to perform this work. The proposers must meet all NC Local Government Standard Contractual Terms and Conditions Rider (LGR), which can be found on our website at https://washconc.org/budget-and-finances/. The County encourages participation in this procurement process by minority-owned businesses, women-owned businesses and businesses owned by disabled persons. The Proposer that is chosen shall provide Washington County with the highest quality and most flexible, most efficient, and most up to date technology at the lowest possible cost. The award of contract will be based on the company making the proposal that best meets the needs of the County. The lowest aggregate cost will be a significant factor, but not necessarily the dominant factor, in determining which proposal to accept. This solicitation is for the procurement of information technology goods and services pursuant to N.C.G.S. §143-129.8. The proposals received shall remain confidential until the contract is awarded; therefore, there will not be a public bid/proposal opening. The contract shall be awarded to the proposer that submits the best overall proposal as determined by the County in its sole discretion. The County reserves the right to negotiate a contract with any proposer, to reject any and all proposals and to waive any formalities as may be permitted by law. Schedule Item Date/Time Issue Date March 17, 2023 Pre-Proposal Meeting? No Question Submittal Deadline March 31, 2023 at 5:00 PM EDT Answers Posted Date April 6, 2023 at 5:00 PM EDT Submission Deadline April 17, 2023 at 5:00 PM EDT Award Date May 1, 2023 (est) Project Completion Date August 17, 2023 (est) The schedule may be modified as necessary. Proposal Submission Instructions 1.0 Proposals will be received until April 17, 2023 at 5:00 PM EDT, and not later. 2.0 Proposals shall be sealed and delivered in an opaque envelope (or equivalent). 3.0 Proposals shall be delivered to: Washington County Attn: Copiers, 116 Adams Street, Plymouth, NC 27962. https://washconc.org/budget-and-finances/ 3 Washington County RFP 4.0 Proposals must be received by Washington County by the Due Date and time set forth above. Submissions or related documents received after the time and date specified will not be considered. Washington County is not liable for any delivery or postal delays. Questions All questions and clarifications about this document should be submitted to: Darlene Fikes at dfikes@washconc.org by March 31, 2023 at 5:00 PM EDT. Revisions or Amendments to this Request for Proposals In the event it becomes necessary for the County to revise or amend any part of this RFP, a notice will be sent by email if an email is provided. Revisions or amendments to this RFP shall become part of this RFP and shall be responded to in the same manner. After initial Proposer review of this RFP, Proposers are requested to immediately contact the County in the event any inconsistencies or ambiguities are found, clarification of specific sections are needed or if general questions arise. Significant questions and their answers, any inconsistencies found and/or clarifications to the RFP, will be shared with all Proposers. Project Information Scope of Work Washington County is located in eastern North Carolina along Highway 64. Work under this RFP will be conducted in multiple county buildings throughout Washington County. The Proposer will be required to conduct work under this RFP in coordination with the Information Technology (IT) Office. The County expects and requires that all work conducted under this RFP be in accordance with accepted industry standards for multi-function digital copier and fax machines and services, compliance with all local, state and federal laws, and the specifications outlined in this document. Requirements Requirements of the RFP shall consist of the following: 1.0 The Proposer will be responsible for installation of all multi-functional digital copier machines in all locations described in Exhibit A, including plugging into building power and data jacks, and testing. The Proposer will be responsible for training the “trainers” – the County staff that will in turn be responsible for training other County staff. 2.0 The Proposer will be responsible for all post-installation support and maintenance of all multi-functional digital copier machines. Support and maintenance includes provisions of all consumables required by the device (except paper and staples), phone support and troubleshooting, on-site support and troubleshooting, on-site mandatory maintenance and upgrades, and replacement of all irreparable components and/or devices. 3.0 There are currently 16 copiers in Washington County. The interested proposers will be expected to submit proposals on 13 NEW copiers. Exhibit A, attached, shows a listing by location of the models currently used and required copier options. If available include a “Trade-in” allowance separately for all existing copiers. 4.0 NEW Equipment provided shall be current digital technology. The County reserves the right to select equipment and accessories at each location from the Proposer’s current mailto:dfikes@washconc.org 4 Washington County RFP total product offerings. Proposers shall submit with their proposal a complete listing of equipment including recommended copy volumes. All equipment must be capable of being key coded to track individual usage. Service Requirements 1.0 Warranty – Warranties are to be detailed and run from the Proposer to the County. 2.0 Shipping terms should be specified per copier 3.0 Response Time – Four to six business hours expected. 4.0 Installations – Technician must be present during all installations. 5.0 Procedures for Identifying and Replacing Faulty Equipment. 5.1. Number of times machine will be down and out of service before being replaced. 5.2. Malfunctions that would require a machine to be replaced. 6.0 The Proposer must provide one designated account manager dedicated exclusively to Washington County as a point of contact that will have full authority regarding the contract, equipment placement, and personnel who will be assigned to Washington County. 7.0 The Proposer shall provide centralized maintenance summary billing containing the following: 7.1. One (1) master invoice identifiable by one (1) invoice number for summary billing for machine population on a monthly basis. 7.2. Detailed, individual machine back up to master invoice to include: i. Serial number and ID number. ii. Machine make/model. iii. Accessories. iv. Location. v. Beginning and ending meter readings. vi. Total copy volume. vii. Dollar amount. viii. Bill date. ix. Bill must be broken down by individual department and location. 7.3. Sample monthly billing documents submitted with the proposal 8.0 The Proposer shall provide a report, no less than quarterly, consisting of the number of copies per machine and include any overages, if applicable. 9.0 The Proposer should specify the method or methods of contracting with the Proposer such as cost per copy, or other all-inclusive pricing which can be easily budgeted and controlled by Washington County, or any combination of available methods 10.0 Requirements for Maintenance Support 10.1. Vendor shall provide a parts and labor warranty. Vendor must identify their warranty period. 10.2. The vendor shall bear all material and labor costs for repair of equipment and defect and failure accruing within the warranty period. 10.3. If a copier/printer does not perform to the manufacturer’s specifications during the warranty period, the Proposer shall replace the unit(s) with a new copier/printer of the same model or equivalent. 5 Washington County RFP 10.4. Vendor shall provide telephone support number for placing service calls, which will be available Monday through Friday, 9:00 AM to 5:00 PM, excluding legal holidays. 10.5. Initial training of County personnel shall be conducted upon equipment installation and at no cost to the county. Evaluation of Proposals There will be no public “bid/proposal opening”. Proposals will be opened, reviewed and evaluated by a team of county staff. Pursuant to N.C.G.S. §143-129.8(d), proposals opened, reviewed and evaluated shall not be subject to public inspection until a contract is awarded. Factors (not in order of importance) to be considered in the award of a contract under this RFP are: Proposal 1.0 (x3) Ability of proposed equipment and services to meet the needs of the County 2.0 (x3) Availability of service and supplies 3.0 (x2) General reputation of Proposer 4.0 (x5) Proposer's ability to provide the required equipment and services Vendor Experience 1.0 (x2) Proposer’s experience with similar projects 2.0 (x3) Quality, value and completeness of the proposal 3.0 (x5) Total cost to the County 4.0 (x2) Other factors demonstrating that the proposal is the "best value" for the County Guidelines Term/Termination The County anticipates the making of a 3 to 5-year written maintenance/service contract, after which time the contract may be extended. Washington County reserves the right to cancel the contract at any time with thirty (30) days written notice. Upon such termination for convenience, the Proposer shall be paid only those payments, fees and expenses incurred between notification of termination and the effective date of termination. Termination will be without cause, but with an opportunity for the two parties to work out a solution prior to termination. The parties may mutually agree in writing to an earlier termination. Delivery/Installation Delivery shall be inside to any location in Washington County, North Carolina. Deliveries, set ups, installations and user training are to be included in prices quoted herein. Any extraordinary or special wiring will be the responsibility of the County. Supplies/Maintenance/Parts/Labor All supplies, parts and labor are to be supplied by the successful Proposer. An adequate inventory of parts and supplies must be available at all times by the Proposer for overnight 6 Washington County RFP delivery to Washington County locations. Supplies are to be shipped on a daily basis when immediate needs dictate. Training Requirements Training for key operators and other personnel will be provided within forty-eight (48) hours after each installation. On-going training will be provided on an as needed basis. Key operators must be completely and thoroughly trained in their function. Insurance The successful Proposer shall purchase and maintain adequate insurance and include the types of coverage listed below. Failure to furnish and maintain such insurance shall constitute default and will be grounds for termination of the contract. 1. Workman’s Compensation Insurance The successful Proposer shall maintain during the life of the contract all Workman’s Compensation insurance as is or may be required by the laws of the State of North Carolina. 2. Public Liability Insurance The successful Proposer shall maintain during the life of the contract public liability insurance covering liability for bodily injury and property damage which may arise from operations, contractual obligations, products and completed operations, as well as operations performed by independent contractors. 3. Certificate of Insurance The successful Proposer shall furnish Washington County a certificate of insurance showing the required Workman’s Compensation and Public Liability insurances are carried by the Proposer. The certificate of insurance must show that it is issued at the request of Washington County. The successful Proposer shall not change any required insurance during the life of the contract unless notice of any such change is given in writing to the County at least fifteen (15) days prior to any such change. 7 Washington County RFP Optional Accessories: FX=Fax, F=Finishing (sort/staple), C=Color, 4-drw=Drawers, MPS=Max Paper Size All copiers standard: network, print ,copy, scan, duplex, 2-drw, Max Paper Size 8.5x14 Toshiba ID # Serial # Department Account # IP B/W Color Current Optional Accessories Internal Use 1 Yr Use 1 Yr Use e-Studio 255 D3631 CNJ044071 Finance-AP 10-4130.410 192.168.0.234 67,838 e-Studio 255 D3664 CNl041907 Senior Center 10-5150.410 36,309 e-Studio 255 D3597 CNl042453 EMS 37-4330.200 192.168.0.39 16,805 e-Studio 205L D4394 CLH911060 Detention 10-4320.350 21,687 e-Studio 2330 (color) D3325 CIH046325 Sheriff Dept 10-4310.411 192.168.61.251 21,242 2,475 FX,F,C FX,F,C e-Studio 305SE D0148 CNC131184 ROD Vault 10-4180.350 192.168.0.216 12,932 4-drw 4-drw, MPS 11x17 e-Studio 205SE CD5697 CLK117215 Water 35-7130.350 192.168.0.225 35,546 F e-Studio 205SE CD5696 CLK117094 Tax (Fax) 10-4140.410 192.168.0.224 45,446 FX,F FX,F e-Studio 3040C (color) CD5560 CNH114940 County Manager 10-4120.400 192.168.0.200 14,915 23,510 F,C,4-drw F,C,2-drw e-Studio 2040C (color) CD5607 CJC110065 EM\Inspect (Fax) 10-4330.410 192.168.0.35 14,122 8,880 FX,C F,C,MPS 11x17 e-Studio 455SE CD7393 CQH145137 WCCHS (Fax) 10-5310.410 Admin 100,000 FX,F FX,F,C,4-drw e-Studio 655 CD1390 CCE116873 WCCHS (Fax) 10-5310.410 250,000 FX,F FX,F,4-drw e-Studio 2040C (color) CD5361 CJH118348 Co-op 10-6050.410 4,265 10,414 F,C F,C NOTE: Tax - Has 25 documents in e-filing that needs to be transferred to new copier. Exhibit A Washington County Information Technology Digital Copier RFP As of 03/14/2023