Copiers

Login Bid Opportunity Detail Return to ListingSupplier Registration Bid Information Type Request for Proposal Status Issued Number 24-06 Addendum 3 (Copiers) Issue Date & Time 3/27/2024 10:00:01 AM (CT) Close Date & Time 4/24/2024 02:00:00 PM (CT) Time Left 3 days 9 hours 27 minutes 22 seconds Notes Addendum No. 2 is being issued in conjunction with this RFP, which includes the following: 1. HEB ISD Current Device Makeup - This is provided as an Attachment to be downloaded and includes the current copier fleet makeup, including the total volume of copies as of March, 2024. This was requested information from a number of vendors and is being provided in conjunction with these requests. 2. HEB ISD Ave. Monthly Copy Count - This is provided as an Attachment to be downloaded and the average monthly copy count for each copier. This was requested information from a number of vendors and is being provided in conjunction with this request.

************************************************************************************************************* Addendum No. 1 is being issued in conjunction with this RFP, which includes the following: 1. Here are the following security requirements for copiers/printers: Must have the ability to encrypt print jobs. Delete stored data after printing. Have built in Access Control Lists (ACL) or Role-Based Access Control (RBAC). 2. HEB ISD has responded to all questions received during the Question and Answer period. Please be certain that you have read all questions and answers prior to preparing a response to this solicitation. 3. Pricing lines have been revised to reflect information received during this Q&A Period. 4. A revised Exhibit A has been included to show changes to features on specific machines requested during the Q&A period. Any conflict between Exhibit A and information provided through the Q & A period, the Q & A information will prevail. 5. An attribute has been added that requires respondents to acknowledge receipt of Addendum No. 1 issued against this RFP solicitation. ************************************************************************************************************* The Hurst-Euless-Bedford Independent School District (HEB ISD) is soliciting proposals under RFP #24-06 – COPIERS per the Specifications/Scope of Work stated elsewhere in this solicitation document. Proposals will be received electronically until 2:00 PM April 24, 2024 through the District’ e-Bidding system. Prices will not be read, nor disclosed in any other manner until the award is made. RESTRICTED CONTACT PERIOD: The Restricted Contact Period shall mean a prohibition on any communication regarding any request for proposal (RFP), bid, request for Qualification Statement (RFQ) or other competitive solicitation (as defined in the procurement methods above) between: Any person who seeks an award from the District or its affiliated entities including a potential vendor or vendor’s representative; and any Board member, Superintendent, senior staff member, principal, department head, director, manager, or other District employee who has influence in the evaluation or selection process. Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined above for any known contract under consideration during the restricted contact period. The District shall review historical campaign finance reports to identify campaign contributions for the applicable period and hold newly elected Board members to the same accountability standard as existing Board members during the restricted contact period. The restricted contact shall not apply to communication with the District’s Procurement Services staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the subject of this solicitation or conducting contract negotiations according to guidance in this solicitation. A Pre-Proposal Conference will be held in conjunction with this Request for Proposal on Monday, August 8, 2024 at 10:00 a.m. in the Hurst-Euless-Bedford ISD Boardroom. EVALUATION CRTERIA: In determining how to award a contract or contracts in conjunction with the RFP, the District shall follow the Texas Education Code §44.031 (b) as the primary Evaluation Criteria and weighted value of each criterion utilized in the RFP process, as listed below: The purchase price - 50 Points; The reputation of the vendor and of the vendor's goods or services - 20 Points; The quality of the vendor's goods or services - 5 Points; The extent to which the goods or services meet the district's needs - 5 Points; The vendor's past relationship with the district and/or other similar district - 5 Points; The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses - 0 Points; The total long-term cost to the district to acquire the vendor's goods or services - 10 Points; For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: (A) has its principal place of business in this state - 0 Points; or (B) employs at least 500 persons in this state - 0 Points; Any other relevant factor specifically listed in the request for bids or proposals - 5 Points. A solicitation document has been prepared that provides a complete Specifications and Scope required in this RFP process. This document must be downloaded and reviewed in order to provide respondents sufficient information in order to prepare a response to this RFP. In addition to pricing to be submitted electronically in the 'lines' tab, respondents are to provide supplemental information that describes the implementation plan, equipment deployment plan, a Master Lease Agreement that HEB ISD will be expected to enter into, as other such information that details the solution being proposed by prospective vendors. The District currently leases Xerox copiers of varying capacities from Dahill Technologies under a five-year lease agreement. This agreement is due to expire on August 31, 2024. It is the desire for a successful agreement to be negotiated and executed at the May 20, 2024 Board meeting in order to merge with the expiration of the existing agreement. A district Evaluation Committee will review the responses and select the top vendor(s) by April 30, 2024. If required, the top vendors will be invited to demonstrate their software products and/or system and interviews, based on a District pre-defined script from May 1-3, 2024. HEB ISD reserves the right to change these dates, if needed. A product/service will be selected and recommended to the school board no later than the May 20, 2024 Regular Board meeting. The successful vendor will work with the District to develop an implementation plan, which will include a deadline to become fully operational. A list of current equipment is provided in the solicitation document as Exhibit A. This Exhibit is also included as an attachment to this RFP in Excel format, which can be downloaded and This details the type of equipment in use at each location. Contact Information Name Gary D. Kerbow Address 1849 Central Dr Bedford, TX 76022 USA Phone (817) 399-2036 Fax Email purchasing@hebisd.edu Bid Documents Document nameFormat Data pager Data pager 1 Page size: PageSizeComboBox select10152050 1 items in 1 pages Bid Invitation Acrobat / PDF Bid Attachments File NameDescriptionFile Size Data pager Data pager 1 Page size: PageSizeComboBox select10152050 8 items in 1 pages Standard Terms & Conditions (June 2023).pdf (please login to view this document) Terms & Conditions205 KB Form 1295 and Frequently ask questions.pdf (please login to view this document) Form 1295--Certificate of Interested Parties543 KB Form W-9 (Rev. October 2018).pdf (please login to view this document) W954 KB Form CIQ (Conflict of Interest Questionnaire).pdf (please login to view this document) Form CIQ (Conflict of Interest Questionnaire)58 KB RFP_24-06_Copiers.pdf Request for Proposal #24-06 for COPIERS document to be downloaded and thoroughly reviewed prior to preparing a response to this solicitation.614 KB Exhibit A - Revised.pdf Exhibit A - Revised Excel listing of proposed equipment, capacity features to be provided under this solicitation. This list shows how quantity, capacity and features of all equipment to be provided by location.124 KB HEBSD Current Device Makeup.xlsx HEB ISD Current Device Makeup - This is provided as an Attachment to be downloaded and includes the current copier fleet makeup, including the total volume of copies as of March, 2024. This was requested information from a number of vendors and is being provided in conjunction with these requests.13 KB HEB ISD Ave. Monthly Copy Count.xlsx HEB ISD Ave. Monthly Copy Count - This is provided as an Attachment to be downloaded and the average monthly copy count for each copier. This was requested information from a number of vendors and is being provided in conjunction with this request.14 KB Bid Questions Question On the evaluation form, how is #7 “long-term cost to the district” judged vs the proposal price in #1. Does this actually make the pricing worth 60 points? AnswerHEB ISD anticipates this being an agreement that extends beyond the initial five year term. Because of this, additional consideration is to be given for pricing over a possible extension to proposals received under this solicitation. While the pricing will be the same cost each year for the first five years, other factors, such as equipment return or disposal costs, buyout provisions and cost components that reach beyond the initial term will be considered and scored under this criterion.Submitted4/12/2024 09:08:23 AM (CT) Question Was the previous lease for 5 years and was there an extension exercised? AnswerIn 2016, an RFP was awarded to the current vendor for 30 months, then extended in 2019 for a 60-month lease.Submitted4/12/2024 09:07:59 AM (CT) Question Along with usage by unit, can you provide the life meter on each unit? AnswerWe will review what information we have regarding this item and include it in Addendum No. 1 to be published on Monday, April 15, 2024.Submitted4/12/2024 09:07:37 AM (CT) Question Are the consultants also bidding? AnswerNo. The consultant engaged to assist in this process are not eligible to participate as a bidder.Submitted4/12/2024 09:07:11 AM (CT) Question When will the Addendum be issued? AnswerAddendum No. 1 has not been issued yet. It is anticipated that Addendum No. 1will be issued either Friday, April 12, or Monday, April 15, 2024.Submitted4/12/2024 09:06:25 AM (CT) Question Is Air Print requirement? AnswerAir Print is not a requirement of this RFP solution, although respondents may wish to include this functionality in their proposal.Submitted4/12/2024 09:04:43 AM (CT) Question In the line items area, line items 1 and 3 indicate a request for both an internal finisher and an external finisher. But on Exhibit A, only item number one (35ppm BW at Arbor Creek) requests both. Since it is not possible to have both an inner finisher and external finisher (one has to be chosen), can you clarify which is needed for Arbor Creek and line items 1 and 3 and how many total machines with each finisher type is requested? Also, on line items 1 and 2, a Post Doc Insert is requested. That is not an available option from any manufacturer for a 35 page per minute machine. Can this request be disregarded? AnswerOnly an external finisher should be proposed in your bid for this location as this was a typo. Yes, we have voided the requirement of "post Sheet Inserter".Submitted4/11/2024 11:59:25 PM (CT) Question 5. Bid Lines- Pages 20-36 a. Many of these items require an inner finisher and a hole punch. Some manufacturers only have external finishers with hole punch as the inner finisher does not allow it. Would HEB ISD prefer vendors propose an external finisher with hole punch or Inner Finisher without hole punch? b. Please confirm for the pricing pages that that District would like a price per unit (under Price) and a price at the quantity (under total)? c. Item #3: Please indicate whether HEB ISD prefers an internal or external finisher here as both are listed? AnswerIf an inner finisher with a hole punch option is not an available option, you may propose an external finisher with a hole punch. Yes, we can confirm the request for a price per unit and a price per quantity.Submitted4/11/2024 03:59:16 PM (CT) Question 4. Exhibit A a. Arbor Creek- 35ppm BW i. Both the internal and external finisher are checked here. Please confirm which finisher the District wants here? AnswerExternal Finisher only.Submitted4/11/2024 03:57:15 PM (CT) Question 3. Service Technicians a. 8.4.2: Is HEB ISD requiring a dedicated service technician for their fleet? AnswerHEB ISD would prefer one or two dedicated technicians to its account that are reliable, qualified, customer service oriented and familiar with HEB ISD's account and campus/department staff.Submitted4/11/2024 03:56:36 PM (CT) Items 1 - 10 shown of 51 • Page 1 of 5 shown First < 1 2 3 4 5 ... > Last